Document Operations Specialist

DUMAC, Inc.

As a Document Operations Specialist, you will play a critical role in supporting the operational foundation of one of the nation's leading university investment organizations.
DUMAC manages approximately $27 billion in assets on behalf of Duke University and its affiliated entities, including the University endowment, pension plans, health system investments, working capital, and The Duke Endowment. Working alongside a highly collaborative team of roughly 55 professionals, you'll help ensure the accurate flow of information that supports investment, finance, legal, and operational decision-making.
In this role, you'll become a trusted expert in how critical investment documents are captured, organized, classified, and delivered across DUMAC's technology ecosystem.

Be Bold.

Every investment decision begins with reliable information. As the Document Operations Specialist, you'll help ensure that vital documents from investment managers are received, classified, tracked, and available when stakeholders need them most.

What You'll Do

Document Management & Data Integrity

• Monitor daily document activity and validate the successful flow of documents and associated data from Canoe to Backstop.
• Investigate discrepancies, resolve exceptions, and ensure document accuracy and completeness.
• Apply established naming conventions, tagging standards, and classification structures to maintain document quality and accessibility.
• Partner with internal stakeholders to ensure documents remain organized, searchable, and aligned with business requirements.

Operational Support & Reporting

• Maintain document tracking logs, reporting calendars, and missing document records.
• Monitor expected reporting schedules and proactively follow up on missing documentation from external investment managers.
• Produce recurring operational reports that provide visibility into document status, ingestion volumes, exceptions, and outstanding items.
• Support audit, reporting, and period-end activities by ensuring required documentation is available and complete.

Stakeholder & Vendor Collaboration

• Serve as a key point of contact for external investment managers, fund administrators, and service providers regarding document delivery and related inquiries.
• Coordinate with teams across Finance, Operations, Legal, and Investments to address document-related issues.
• Track vendor and system issues through resolution and escalate recurring concerns when appropriate.

Continuous Improvement

• Document and maintain standard operating procedures, classification guidelines, and exception-handling processes.
• Identify opportunities to improve workflows, reduce manual effort, and enhance document management processes.
• Support process improvement initiatives, automation efforts, testing activities, and system enhancements that improve operational effectiveness.

What You'll Bring

Required Qualifications

• Bachelor's degree in Business, Finance, Information Management, Information Systems, Library and Information Science, Operations, or a related field.
• Experience contributing to process improvement, workflow enhancements, automation initiatives, user acceptance testing, or requirements gathering.
• Experience creating or maintaining reports, dashboards, or tracking tools using Excel, SharePoint, Power BI, or similar platforms.
• One year or more of experience in document management, operations, data administration, investment operations, or a comparable detail-oriented operational role.
• Experience working with business systems, workflow platforms, document repositories, or data management tools.
• Strong attention to detail and commitment to data accuracy.
• Experience communicating with external clients, vendors, partners, or service providers to obtain information or resolve issues.
• Demonstrated technical aptitude and the ability to learn and troubleshoot multiple software platforms.

Preferred Qualifications

• Three or more years of relevant professional experience.
• Experience within investment management, financial services, fund administration, higher education, endowment, foundation, or related environments.
• Experience using Canoe, Backstop, or similar investment operations and document management platforms.
• Familiarity with investment management operations, alternative investments, fund structures, and reporting cycles.
• Working knowledge of Microsoft 365, SharePoint, PitchBook, Power BI, or similar technology solutions.
• Ability to effectively manage multiple priorities while maintaining high-quality results.
• Interest in leveraging automation, AI-enabled tools, and technology to drive operational improvements.
• Demonstrated commitment to professionalism, integrity, and ethical conduct.

Job Level: 00

Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $65.00 to USD $80.00. 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/