Staff Specialist, Regional Engagement, Duke Alumni Engagement & Development

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Work Arrangement:
Requisition Number:

245872
Regular or Temporary:

Regular
Location:

Durham, NC, US, 27710

Date:

May 23, 2024
Occupational Summary:
The staff specialist is part of the Regional Engagement team of the Duke Alumni Engagement and Development and supports the engagement of Duke’s more than 195,000 undergraduate, graduate, and professional school alumni in the U.S. and around the world by supporting the volunteer work, educational, career, cultural, and athletics related events that take place away from Duke’s campus. Position reports to the Program Director, Operations for Regional Engagement.
Work Performed:
Administrative Support for Regional Engagement Team
Provide administrative support for Regional Directors on the AED Regional Engagement Team. This support includes preparing presentations and reports, data analysis, scheduling meetings, assisting with travel plans, communicating with alumni and other Duke staff, tracking engagement activities, activities and reviewing expenses.
Use Asana project management system to track and execute work.
Prepare and ship supplies for events around the world.
Assist with preparation for and staffing of large, campus-based events such as Homecoming, Reunions, and Senior Send-offs
Data management and analysis
Use Cvent online event software to manage registration, attendance, and documentation of global events. Work with regional directors to maintain event attendance processing.
Create spreadsheets in both Excel and Google.
Create event and volunteer records and manage data updates in university alumni database.
Develop reports to track event, volunteer, and engagement data.
Serve as Transactional Initiator for Regional Engagement
Participate in required trainings and become proficient in SAP, Duke G/L accounts, SAP journal entries, online check requests, Buy@ Duke, AP check requests, Purchase Orders, SAP account reconciliation, Concur. Repeat classes as necessary.
Process invoices / expenses on behalf of department for budgeted projects, programs, events and activities. Utilize the following to process these transactions:

Buy@Duke – Create shopping carts to set up purchase orders
Online Check requests – Pay invoices with online check request
Concur – Corporate Card Charges – Submit all concur expense reports through the workflow by required deadline (10 days prior to the 15th duke date of each month)

Perform account reconciliation activities

Confirm that all expenses charged to departmental cost center belong to your department and are charged to the correct general ledger
This is done by:

Reviewing expenses on SAP R/3
Creating and processing journal vouchers if expenses need to be corrected
Uploading your fiscal year reconciliation packets to Box AED folder

Perform all these duties for your designated cost center, and cross cover for other cost centers as requested.
Serve as a mentor to other DAED Transactional Initiators
Participate in educational retreats and meetings as requested by DAED Finance.
Perform other related duties incidental to the work described herein.
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Required Skills:
The ideal candidate will possess intermediate proficiency in Microsoft Office, particularly in Excel, Word, and PowerPoint, Must have strong customer services skills along with an acute attention to detail and the ability to meet deadlines.
Attention to Detail
Expresses Ideas Orally & In Writing
Initiative
Education

Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.
Experience

Work generally requires three years of clerical or research experience to acquire skills in administrative or project research responsibilities as well as accepted office organization, communications and research practices. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement .
Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Nearest Major Market:

Durham
Nearest Secondary Market:

Raleigh
Duke is an Affirmative Action / Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status. Read more about Duke’s commitment to affirmative action and nondiscrimination at hr.duke.edu/eeo.

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