Knowledge Management Specialist

Knowledge Management Specialist

Work Arrangement: On-Site Requisition Number: 269405 Regular or Temporary: Regular Location: Durham, NC, US, 27710 Personnel Area: CENTRAL ADMIN MANAGEMENT CTR

Be You. Be Bold. Choose Duke. Be You. At Duke, we value accuracy, stewardship, and long-term thinking. The Knowledge Management Specialist is the steward of DUMAC's entire document-ingestion ecosystem. Working inside the Engineering Team and reporting to the Head of Engineering, this role owns the end-to-end ingestion workflow for all incoming documents, develops and enforces a consistent taxonomy, and drives the re-architecture of DUMAC's document storage so that information is instantly discoverable across all of DUMAC. This individual partners with internal stakeholders, external managers, and third-party vendors to ensure every file is accurately tagged, filed, and available for both human users and future LLM-agent consumption. The position blends meticulous data-curation with a strong process-automation mindset, a hands-on work ethic, and the ability to think strategically about how DUMAC should organize and leverage its knowledge assets long-term.

Education / Training: Master's degree in Library Science (MLS/MLIS) or an equivalent combination of education and work experience. Experience: 2-4 years of experience managing large, diverse document collections (legal, financial, operational). Experience working with third-party document-retrieval platforms (e.g., Canoe) or similar ingestion tools. Experience working with CRM and document management systems. Proven track record of partnering with IT teams to translate business needs into functional specifications.

Be Bold. The Knowledge Management Specialist plays a critical role in ensuring timely, accurate, and governed access to documents across DUMAC.

What You'll Do

Document Ingestion & Tagging

• Oversee the automated capture of documents via Canoe.
• Manually review, validate, and enrich metadata when automation flags exceptions.
• Ensure a consistent application of taxonomy.

- Outcomes Accurate, searchable records with minimal tagging errors.

Tracking & Reporting

• Maintain the Canoe Document Tracking Report and Missing Document Log.
• Help build reporting to surface metrics.
• Create requirements to automate the log and reporting.
• Generate weekly "Missing Document" dashboards for Legal, Finance, and Investment teams.
• Build simple Power BI or Excel dashboards that visualize document health, ingestion volume, and backlog trends.

- Outcomes Up-to-date tracking reports and timely escalation of missing items. Management-level visibility into knowledge-base health.

Process Design & Automation Liaison

• Capture detailed business requirements for new automation (e.g., auto-tagging, OCR, workflow triggers).
• Collaborate with Engineering to translate requirements into user stories, test cases, and acceptance criteria.
• Conduct UAT, document results, and sign off on releases.

- Outcomes Well-defined, test-ready requirements. Successful automation releases.

Stakeholder Coordination

• Serve as the point of contact for external investment managers, Canoe support, and internal teams (Legal, Finance, Portfolio Management).
• Follow up on missing documents, negotiate delivery timelines, and log resolutions.

- Outcomes Clear communication trail. Reduced turnaround time on missing-document tickets.

SharePoint Migration & Governance

• Map existing folder structures to a unified SharePoint architecture.
• Create and maintain SOPs, taxonomy guides, and version-control procedures.
• Perform periodic audits to ensure compliance with DUMAC's records-management policies.

Outcomes Consolidated, governed SharePoint repository ready for LLM access.

Continuous Improvement

• Identify bottlenecks, propose workflow enhancements, and pilot new tools (OCR, AI-based tagging).
• Track automation ROI and suggest next-phase priorities.

- Outcomes Ongoing efficiency gains. Roadmap recommendations.

Choose Duke. DUMAC's ability to make timely, accurate investment decisions hinges on having the right documents at the right time. By owning the ingestion pipeline, ensuring rigorous tagging, and guiding the move to a unified environment, the Knowledge Management Specialist directly reduces risk, accelerates audit cycles, and lays the groundwork for next-generation AI-assisted analytics.

Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $82,000.00 to USD $141,000.00. 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.

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, (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 our 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: View email address on click.appcast.io; phone: View phone number on click.appcast.io).