Accounting Specialist

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.

Be You.

At Duke, we celebrate individuality and the unique perspectives each team member brings to our community. As an Accounting Specialist supporting the Departments of Biology and Evolutionary Anthropology, you'll play a critical role in advancing world-class teaching, research, and discovery. Your financial expertise, problem-solving skills, and commitment to service will help ensure seamless departmental operations while supporting faculty, students, researchers, and staff across two dynamic academic units.

You'll join a collaborative environment where your contributions directly support groundbreaking research, educational excellence, and Duke's mission of improving lives through knowledge and innovation.

Be Bold.

As the financial operations hub for the Departments of Biology and Evolutionary Anthropology, you will independently manage complex accounting, procurement, reimbursement, and compliance activities while partnering with faculty, principal investigators, staff, students, and university stakeholders. Your work will help ensure fiscal integrity, operational efficiency, and compliance with university and sponsor regulations.

What You'll Do

Procurement & Purchasing Operations

• Support departmental purchasing needs by creating and managing purchase orders through Buy@Duke, Marketplace suppliers, punch-out catalogs, and other approved procurement channels.
• Coordinate reimbursement requests through Employee Travel & Reimbursements (ET&R), Accounts Payable, and petty cash processes.
• Monitor procurement transactions to ensure timely invoice payment and accurate expense allocation across sponsored and non-sponsored funding sources.
• Collaborate with faculty, principal investigators, laboratory personnel, and vendors to resolve purchasing discrepancies, blocked invoices, goods receipt issues, and payment concerns.
• Facilitate vendor onboarding through PaymentWorks by initiating registrations, tracking completion progress, and resolving onboarding issues with Procurement Services, Accounts Payable, Corporate Card Services, and ET&R teams.
• Provide training and ongoing support for departmental shoppers and submitters, ensuring adherence to university procurement policies and compliance requirements.
• Assist with laboratory startup purchasing and equipment acquisition for newly hired faculty.
• Partner with departmental financial and research administration staff to support fiscal year-end activities, reporting, and financial close processes.
• Serve as the primary departmental liaison for procurement and accounts payable matters.
• Maintain and update departmental purchasing procedures, standard operating procedures, and compliance documentation.

Financial Accounting & Expense Administration

• Administer procurement card and corporate card processes, ensuring timely reconciliation and policy compliance.
• Coordinate and manage Undergraduate Research Support (URS) awards and mentorship award expenditures in accordance with program guidelines.
• Provide guidance on Duke travel and expense procedures, including allowable expenses, funding allocations, expense classifications, and reimbursement requirements.
• Process faculty, staff, and student reimbursements while ensuring appropriate documentation and compliance standards are met.
• Serve as a Concur initiator for expense reporting across sponsored and non-sponsored accounts.
• Prepare expense reports and monitor outstanding transactions requiring documentation or funding approvals.
• Reconcile monthly transactions for Shared Service Centers and support annual rate calculations and journal voucher processing.
• Review and allocate departmental shipping and delivery expenses, including FedEx account charges.
• Manage and monitor financial resources for emeritus faculty accounts while providing ongoing financial reporting.

Cash Management & Financial Stewardship

• Serve as departmental petty cash custodian and maintain accurate records, reconciliations, and replenishment requests.
• Support financial compliance through accurate recordkeeping, documentation retention, and audit readiness.

Administrative & Operational Support

• Assist with departmental seminars, meetings, and special events as needed.
• Coordinate travel arrangements and logistical support for visiting speakers and guests.
• Contribute to special projects and additional departmental initiatives that support operational excellence.

What You'll Bring

Minimum Qualifications

Education

• Associate degree or post-secondary coursework in Accounting, Finance, Business Administration, or a related field; or an equivalent combination of relevant education and experience.

Experience

• Three years of accounting, financial administration, procurement, or related business experience involving financial record maintenance, reconciliations, reporting, and compliance activities.
• Equivalent combinations of education and experience will be considered.

Preferred Qualifications

• Experience working in higher education, research administration, academic medicine, or similar complex organizations.
• Experience using SAP, Buy@Duke, SPS, Concur, PaymentWorks, or related financial systems.
• Knowledge of procurement, accounts payable, reimbursement, and financial compliance practices.
• Experience supporting faculty, researchers, laboratories, or grant-funded environments.

Desired Skills

• Strong analytical and problem-solving abilities with attention to detail.
• Excellent organizational and time-management skills with the ability to manage multiple priorities.
• Exceptional customer service and relationship-building skills.
• Strong verbal and written communication skills with the ability to engage effectively across all organizational levels.
• Proficiency with Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and Teams.
• Ability to learn new technologies and adapt to changing business processes.
• Working knowledge of Duke policies and procedures related to procurement, travel, reimbursement, and financial operations is strongly preferred.

Choose Duke.

At Duke, your work matters.

You'll be part of a globally recognized institution committed to education, research, innovation, and service. Duke offers a collaborative and inclusive culture where professional growth is encouraged, diverse perspectives are valued, and employees are empowered to make meaningful contributions every day.

As a Duke team member, you'll enjoy:

• Comprehensive health and wellness benefits
• Generous retirement programs
• Professional development and learning opportunities
• Paid time off and work-life resources
• A diverse and inclusive workplace committed to belonging
• The opportunity to support groundbreaking research and transformative student experiences

When you join Duke, you become part of a community dedicated to making a lasting impact locally and globally.

Ready to Make a Difference?

Apply now and help us build a stronger, smarter, and more connected future.

Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $20.00 to USD $27.15. Duke University considers factors such as (but not limited to) 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/

Equal Opportunity Employer: Duke is an 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 (including pregnancy and pregnancy- related conditions), sexual orientation, or military 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 essential job functions that require specific physical and/or mental abilities. Additional information and reasonable accommodation(s) can be requested with Duke Access and Accommodations Services (email: DAAS@duke.edu; phone: 919-668-1267).