Business Operations Specialist, Executive MBA and MSQM Programs, The Fuqua School of Business

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.

Business Operations Specialist

Executive MBA and MSQM Programs

Level 9

Occupational Summary

The Business Operations Specialist will provide high-level administrative support for Executive MBA (EMBA) and Master of Science in Quantitative Management (MSQM) Programs at the Fuqua School of Business, handling complex and confidential financial tasks to ensure operational efficiency. Assist in preparing and managing departmental budgets, offering recommendations and projections based on program activities and operations. Inform staff of the financial status of various project invoices. Independently compose letters and statements, applying departmental policies and procedures, and determine appropriate responses or escalate to the supervisor as needed. Review financial reports, compare with source documents, and highlight significant items, changes, errors, or omissions to the supervisor.

Work Performed/Job Responsibilities

• Complex accounting tasks in maintaining financial records, processing departmental payments, reviewing p-card transactions, monitoring, verifying & reconciling accounts
• Payment processing – P.O. processing, wire payments, check requests, staff for workshops and basketball experience, internal funds transfer. Involves not only a large volume of payments but in many cases large dollar amounts. Must ensure that payments meet contracted terms.  Good understanding of international currency and exchange rates in order to process international vendor payments. 
• Assist in preparing budgets, recommendations & projections
• Process financial & accounting forms
• Interface with other departments to communicate and answer inquiries regarding accounting information

• Monthly reconciliation of all departmental codes
• Maintaining budget update spreadsheets (monthly)
• Year-end closing – accruals and deferrals
• Prepare and send tuition reminders and due dates to all Working Professional students. Direct student questions to appropriate departments at Duke for additional support, such as financial aid, Veterans Affairs, and the Bursar’s Office. 
• Tuition invoices – prepare invoices for new admits as needed; communicate with students regarding outstanding balances; preparing detailed invoices upon student request
• Miscellaneous financial tracking and cost analysis – course material analysis, shipping costs, program expenses, vendor costs
• Office management: ordering supplies, updating conference room calendars, taking minutes at weekly staff meeting; other miscellaneous items
• New vendor payment processing and documentation
• Tracking overall expenses and elevating issues
• Processing expense reports for Associate Dean
• Various administrative and special projects as assigned

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. 

Key to this Position

• Reliability and adaptability to changing workflows and business needs.
• Capacity to manage multiple responsibilities simultaneously in a confidential setting, exercising discretion.
• Self-driven with the ability to work independently and meet deadlines, while also collaborating effectively with a team.
• Attention to detail with an understanding of the broader purpose and scope of a complex department.
• Comfortable with contracts and working with international currencies and vendors.
• Exceptional analytical, organizational, and communication skills. Strong experience with Microsoft Excel.
• Preferred experience with reporting software programs, particularly SAP.

Education

Work requires a broad knowledge of clerical and bookkeeping principles and practices normally acquired through four to five years of post-secondary education. Bachelor’s degree desired, preferably in Accounting or Finance.

Experience

Work generally requires four to five years of related financial processing/clerical experience to acquire skills necessary to administer complex office functions related to budgetary/accounting activities, office management, and communications. OR equivalent combination of education and relevant experience.

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.
 

Preferred Skills
Intermediate to Advanced Excel

Experience in customer record management and maintenance

Duke Financial Systems Specialist Certification
Proficiency with MS Office (Word, PowerPoint)

Professional phone etiquette

Interpersonal and team work skills

Excellent attention to detail and organizational skills

Customer service oriented
Excellent communication skills

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $19.41 to USD $30.03. Duke University considers factors such as (but not limited to) the scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

Essential Physical Job Functions: Certain jobs at Duke University and 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.

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.