Staff Assistant, Administration and Finance, Divinity School

3 days ago

Durham, United States Duke University Full time
Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America's leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Occupational Summary:

Perform administrative duties of a complex and confidential nature in support of the Administration & Finance office of Duke Divinity School. Work independently and collaboratively in support of office staff and Associate Dean to maintain efficiency of department and school operations. This position reports directly to the Human Resources Manager.

Work Performed (by job function):

Payroll
  • Manage all payroll activities for student workers including, but not limited to hiring, transfers, secondary positions, cost distribution changes, and terminations.
  • Manage, in partnership with the Human Resources Manager, the Divinity School Field Education payroll process, to include the determination of current payroll status, hiring and transferring of students, cost distribution changes, and implementation of the monthly payroll file load process.
  • Process, reconcile, and confirm monthly supplemental payments.
  • Reconcile payroll forms and documentation; review all work for accuracy and completeness.
  • Utilize payroll reporting to audit biweekly timecard submissions, review for errors, assign and monitor approvers, and review monthly time off reports for timeliness and anomalies.
  • Perform regular audits of zero rate employees.
  • Anticipate, identify and work to resolve potential payroll problems.
  • Manage faculty, staff, and student personnel files.
  • Develop and maintain relationships with key university offices and payroll personnel to promote understanding and compliance with policies and procedures.
  • Maintain accurate payroll records.
  • Implement solutions for payroll procedures and work situations.
  • Support the ECRT process (Effort Certification and Reporting Technology) for Field Education students.
  • Perform other related duties incidental to the work described herein.
Administrative Support:
  • Greet and direct office visitors; answer telephone and questions concerning departmental or school activities; transmit information as appropriate for office staff.
  • Screen and route mail documents, determine which to respond to or which to bring to staff/supervisor's attention based on content and knowledge of department activities.
  • Order and maintain an inventory of office supplies for the Administration and Finance office. Order and maintain an inventory of supplies for the staff kitchen.
  • Using existing policies and procedures to manage the Divinity School reserved parking spaces in the Bryan Center parking garage.
  • Serve as back-up support for the process to reserve Divinity classrooms.
  • Perform other related duties incidental to the work described herein
Financial:
  • Prepare accurate and timely deposits in accordance with department/school procedures and university policy; serve as departmental liaison to bursar's office, gift records, divinity school development office, and other divinity departments.
  • Provide guidance and/or submit Concur expense reports as needed.
  • Prepare accounts payable check requests, travel and miscellaneous reimbursement requests as directed the Associate Dean.
  • Utilize SAP to run necessary reports to reconcile assigned cost objects.
  • Reconcile and clear procurement card expenses routinely.
  • Develop and maintain relationships with key university offices and financial services personnel to promote understanding and compliance with policies and procedures.
  • Review all work for accuracy and completeness.
  • 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.

Minimum Requirements

Education

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

Experience

Work generally requires four years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Departmental Preferences
  • Problem-solver with the ability to work effectively under pressure to handle competing priorities, meet deadlines and exercise sound judgment and discretion.
  • Experience with I-Forms, payroll processes for exempt and non-exempt employees, SAP, CONCUR, Microsoft Office, Excel, Word, Buy@Duke, budget reconciliation, monthly and quarterly reporting.
  • This position is highly concentrated in support of all payroll functions; the ideal candidate would have experience with Duke University payroll policies and procedures.


Job Code: 00000476 STAFF ASST
Job Level: 09

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 collectivesuccess 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 Universityand Duke University Health System may include essential job 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.

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