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.
JOB PURPOSE: The position serves as the supervisor of the staff serving the academic deans reporting to the Trinity College Dean of Academic Affairs (TC-DAA) as well as the lead liaison with Arts and Sciences Office of Finance and Administration. The Departmental Business Manager II is responsible for performing various analyses, preparing and operating and replacement budgets, monitoring financial reports and progress along with grants as well as keeping the TC-DAA apprised of administrative needs.
FINANCIAL RESPONSIBILITIES: 50%
- Plan departmental budget needs by analyzing program plans on both a short and long-term basis, including projecting possible levels of support from different sources of funding.
- Prepare and submit the annual budget, financial and operational reports and analyses reflecting progress, adverse trends and appropriate recommendations and conclusions. Adjust the budget appropriately for changes in academic deans as well as monthly and biweekly staff. Manage the academic deans' office budget and assist with research accounts.
- Advise the TC-DAA and officers on finances for short and long-term planning of operations and programs.
- Assist and advise the TC-DAA, academic deans, and staff members of budgetary and related issues; prepare budget for the TC-DAA in collaboration with the TC-DAA by reviewing past expenditures and commitments and anticipating needed expenditures for ongoing operations and programs.
- Review and reconcile monthly financial statements, checking that finances support budget goals of the TC-DAA. Review codes for overdrafts, and in cases of overdraft enact appropriate measures to clear overdrafts.
- Manage capital purchases and routine office purchases.
- Monitor spending from the endowments in collaboration with Arts and Sciences Office of Finance and Administration and the TC-DAA and advise the TC-DAA on the appropriate uses of endowments for programs, initiatives, and events.
- Maintain appropriate databases in support of department financial needs. Advise and assist the TC-DAA and academic deans in preparing grant proposals and applications, including help in identifying likely sources of funding, project budget development, and logistical support for conferences and workshops; monitor and verify expenditures; ensure compliance with University and sponsoring agency policies and procedures; and help prepare administrative reports for submission to sponsoring agencies.
- Prepare payroll for Trinity staff, as well as ROTC bi-weekly staff.
OPERATIONAL RESPONSIBILITIES: 50%
- Provide advice, planning and support for major activities, events, and programs of the Office of the TC-DAA involving other schools at Duke as well as other universities.
- Ensure adequate staffing for work throughout the academic year, space and facilities; coordinate purchasing, maintenance and renovation activities; administer a program of property management and accountability.
- Interpret policies, by-laws and procedures with the TC-DAA; make decisions on operating problems and issuing instructions in the name of the Office of the TC-DAA in accordance with its precedents and policies.
- Complete annual salary setting and generate salary letters for college employees.
- Compose and write contract letters in consultation with the TC-DAA for the appointments and replacement of academic deans and staff. Maintain records on appointments and reappointments.
- Hold orientation meetings with new academic deans and staff concerning policies and procedures, facilities, staff support, etc.
- Manage administrative aspects of recruitment, appointment and promotion processes of academic deans and staff.
- Advise the TC-DAA on routine administration of business, pay issues, affirmative action requirements, classification issues, performance of staff, and employee training and development; serves as liaison with administrative and professional personnel concerning University policies and procedures and personnel administration; liaison with the Office of the Dean for Finance and Administration, Human Resources, and other administrative offices as appropriate to respond to personnel problems, issues, and special requests and facilitate personnel actions.
- Supervise the staff supporting the academic deans, reviewing completed work for adherence to instructions or corrections, and coordinate staff work in the fulfillment of the TC-DAA mission. In collaboration with the TC-DAA, interviews and hires new staff members and carries out performance appraisals. Monitor time cards and approve staff vacation requests. Manage staff's time away from Duke, including benefits earned, updates to appropriate colleagues, and coverage of duties in their absence.
- Manages HR issues related to the staff supporting the TC-DAA.
- Maintain a high standard of confidentiality and discretion with respect to staff issues and apprise the TC-DAA of such issues as necessary.
The above list is not an exhaustive or detailed listing of all responsibilities. Other duties related to the general work description above:
- Coordinate computer and network needs with appropriate technical offices and programs of the university. Work with assigned technical coordinator to ensure hardware and software needs of academic deans and staff, working with technical staff to ensure solutions to operating problems and issuing instructions in the name of the Office of the TC-DAA in accordance with established procedures and policies.
- Complete tasks in timely and competent fashion and work with the TC-DAA, academic deans and staff to develop plans to ensure timely completion of business tasks.
- Keep appropriate records.
- Be accessible to the TC-DAA, academic deans and staff. Hold staff meetings as appropriate; attend Arts & Sciences meetings associated with performance of business operations of the Office of the TC-DAA to facilitate information exchange between the office and other units in the university.
- Remain current on university policies and procedures relevant to job performance.
- Provide timely follow up to TC-DAA, academic deans and members of the administration.
- Advise the TC-DAA on office assignments, expenditures on furnishings.
- Keep track of all office furniture and non-IT equipment. Order new furniture and equipment as needed.
- Bachelor's degree, have experience supervising staff, and have at least 3-years related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles along with coordination of major administrative functions. Excellent writing and communication skills as well as a graduate degree are desirable.
Work requires a general business background generally equivalent to a Bachelor's degree program.
Work requires 3 years related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
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.