What are the responsibilities and job description for the Operations Manager, Fuqua School of Business position at Duke University?
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.
Overview
Duke's Fuqua School of Business seeks an Operations Manager (level 10, Administrative Assistant) to lead business administration within the Global Marketing group. This position is responsible for maintaining excellence in business operations across the department, providing overall coordination of a variety of functions including finance, budget, personnel and policy development and maintenance.
Global Marketing is a centralized strategic marketing function for Duke's Fuqua School of Business, responsible for understanding the school's customers and markets, generating program revenue through campaigns, stewarding the brand, promoting thought leadership, and leading strategic school initiatives. The group is known for agility, innovation, and data-driven decision-making in its approach to marketing in higher education.
This role supervises staff inputs to finance and accounting activities, ensuring compliance with University and Fuqua policies and procedures in multiple domains. The Operations Manager identifies gaps in policies and procedures within the team's activities and creates remedies, establishing protocols in concert with leadership and developing and maintaining SOP documentation for the department. This position performs tasks that are diverse, advanced and which require latitude for exercising discretion and judgement.
Postion Summary
Reporting to the Associate Dean of Global Marketing, this role works closely with the Directors of Brand Marketing, Digital Strategy, Market Intelligence, and Strategic Communication. The position manages all departmental operations including finance, budgeting, team process, policy development and compliance. As a member of the Global Marketing Leadership Team, this position focuses on realizing departmental goals through financial management, operational excellence, and strategic support.
Key Responsibilities
Financial Management and Budgeting
- Manages the department's budget and financial management processes. Builds and maintains the group's budget management model; coordinates annual budget development including inputs to zero-based reporting; reconciles monthly transactions; monitors charges to fund codes; works with staff within the department, within Fuqua and across the University on status of pending charges and needs for documentation; leads monthly budget meetings with departmental leadership and production staff to review progress and processes; establishes frameworks across the staff to ensure integrity of financial information and processes.
- Coordinates and assigns the setup and administration of SAP workflows and other administrative systems including Accounting, Procurement, ETR and Buy@Duke for the department, resolving issues as identified.
- Manages chargebacks and transactions with various Fuqua and Duke organizations including those located globally.
- Manages process for procurement card and cash transactions through ETR for clearance and approval. Stays current with all Duke and Fuqua policies and processes by attending all accounting and expense-related training sessions and modules, providing communication and training as needed to Global Marketing staff.
- Trains and mentors the Production Coordinator and other relevant staff on protocols for financial activities including processing of expenses and invoices, to ensure adherence with the departmental budget model and requirements for managerial information.
- Serves as the department's primary liaison with Fuqua's Accounting team and University personnel concerning Duke policies and procedures, assisting colleagues to track and monitor department expenditures relative to the annual operating budget and communicating around questions or errors in processing.
- Works closely with Fuqua's Accounting team to support reporting requirements for Duke Kunshan University; responsible for pulling data and supporting documentation to prepare JulDec and JanJun reports for Fuqua marketing expenditure on MMS : Duke Kunshan University, creating the appropriate percentage breakdowns for different marketing tactics in concert with leadership and preparing and archiving all documentation.
Operational Staff Support
Departmental Operations Management
Preferred Skills and Qualifications
Preferred Experience
Key Performance Indicators
Diversity and Inclusion :
Fuqua is committed to fostering a diverse and inclusive work environment. We encourage applications from individuals with diverse backgrounds and experiences who can contribute to our culture of innovation and excellence.
Location :
This position is based at Duke University's Fuqua School of Business in Durham, NC. While this is an on-site role, we offer flexibility for occasional remote work, subject to departmental needs and approval.
Minimum Qualifications
Education
Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field.
Experience
Work requires 4 years related business or administrative experience to OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND / OR EXPERIENCE. become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.
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.
