ADMINISTRATIVE COORD

Location
Durham, NC
Posted
Apr 21, 2017
Institution Type
Four-Year Institution

ADMINISTRATIVE COORD
Office of Interdisciplinary Programs Mgm

HR & Finance Coordinator, OIPM

Provide HR, financial and administrative guidance and support to the Office of Interdisciplinary Program Management (OIPM) and the interdisciplinary units within the purview of OIPM with wide latitude for exercising discretion and judgment related to budget preparation, grant administration, personnel actions, financial management, administrative and fiscal calendaring, faculty appointments, Memorandums Of Understanding (MOU) review and tracking, and other special projects. This position reports to the OIPM Executive Director and works closely with the Director of HR and Director of Finance within OIPM.

Financial Management (40%)
  • Manage budgets of financial accounts assigned to OIPM and small units under OIPM#s umbrella; provide temporary financial management to units as needed, including budget development in PBF, R/3 transactions and monitoring, procurement card clearance and approvals, monthly reports and reconciliations; inform appropriate staff members of financial status of various projects and/or in matters of significant financial impact; review and prepare analysis of adverse trends or other issues that require attention from the Director and suggest recommendations for resolution.
  • Coordinate and assign the set up and administration of R/3 workflows and other administrative systems, including Accounts Payable, Travel and Buy@Duke, for OIPM units, and resolve workflow problems as identified.
  • Manage the complex logistical planning of the annual UIC Budget Process; organize, plan and communicate timelines for process milestones and major activities including, but not limited to, due dates for budget materials, pre-budget meetings and final budget book distribution, adjusting and communicating schedule changes throughout the process as needed; coordinate the compilation and distribution of final budget documents, including BPS generated reports and memos from UICs to ensure timely review for final budget meetings.
  • Participate in interviews for UIC business managers; organize orientation and training schedule with local unit;
  • Recommend classes, provide on-site training and coaching and evaluate performance of unit business managers during 90-day orientation, trial evaluation and annual performance periods;
  • Set agendas for monthly UIC business manager meetings with the OPIM team.
  • Provide guidance related to grant-related problems or concerns; review CAS reports and late closeouts for the UICs to identify problems or barriers and follow-up with units or others as needed to resolve.
  • Review or draft Memorandums of Understandings for financial commitments in the UICs to ensure clarity, limitation of risk, and adherence to Duke policy and practice; maintain archive of active and expired MOUs for each unit and ensure units review expiring agreements for renewal or termination prior to the end date.
Human Resources (30%)
  • Serve as payroll expert for OIPM units, advising UIC payroll representatives on relevant policies, procedures and guidelines; manage payroll for OIPM monthly and biweekly organization keys; advise on and monitor time card submission processes, review for errors, assign and monitor approvers, oversee work-study student pay process, and review monthly pay and time off reports for timeliness and anomalies; review all processes for adherence to payroll guidelines and resolve problems as needed with payroll supervisors; recommend and implement process improvements to ensure efficiency and accuracy.
  • Coordinate personnel-related transactions for OIPM units, such as opening requisitions, submitting position reclassifications, processing and advising staff on personal data, salary and cost distribution changes, reviewing non-compensation forms and liaising with Corporate Payroll to resolve any payment problems.
  • Coordinate new hire process for OIPM units by ensuring the completion of all related forms and requirements, scheduling orientation, and assisting the hiring manager as needed with closing the requisition ensuring compliance with recommended recruitment and documentation best practices.
  • Create and maintain personnel files for employees on OIPM org keys, ensuring confidentiality and compliance with relevant policies; coordinate recordkeeping and submission of requests for attendance at the Guide to Managing @ Duke for UIC managers; respond to annual institutional requests related to accrued time off and prompt UIC supervisors as needed.
Faculty Appointments (30%)
  • Advise UICs on faculty appointment process, including appropriate classification, salary setting, dossier preparation and review process; review appointment letters to ensure compliance with faculty handbook and Duke policy and practice.
  • Maintain administrative system for cataloguing, tracking and work-flowing UIC faculty appointments and memberships with the dFac database and any other UIC-related MOUs in the OIPM database; monitor and approve dFac entries to ensure compliance with established standards and advise UIC dFac accordingly.
  • Request anticipated reviews/promotions annually from schools, prompt UICs and School Deans' offices for review of joint appointed faculty up for review/promotion.
  • Track and prompt UICs regarding review schedule for (non-tenure track) regular rank faculty who are appointed solely in the UIC; ensure follow-through on all outstanding or pending renewals by tracking and prompting involved parties as needed.
  • Represent OIPM in monthly users meetings for dFac and Scholars@Duke and share information with UICs regarding dFac workflow, training and updates.
  • Serve as a resource for UIC power users regarding Scholars@Duke and Elements systems.
  • Represent Executive Director in meetings and conferences and other affairs of an administrative nature.
  • Prepare reports and analyses as needed for the Provost or the OVPIS.
  • Maintain liaison with all levels of administration and faculty, including the UIC Directors, VPIS, and Provost, to coordinate and resolve problems and issues related to academic and administrative matters affecting the UICs.
  • Perform other related duties incidental to the work described herein.
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Required Qualifications at this Level

Education/Training: Work requires a general educational background generally equivalent to a bachelor's degree in a business related field.
Experience: Work requires 4 years related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions. A master's degree in a business related field may be substituted for 2 years experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Requisition Number
401251564

Location
Durham

Duke Entity
UNIVERSITY

Job Code
1492 ADMINISTRATIVE COORD

Job Family Level
12

Exempt/Non-Exempt
Exempt

Full Time / Part Time
FULL TIME

Regular / Temporary
Regular

Shift
First/Day

Minimum Qualifications
Duke University is an Affirmative Action/Equal Opportunity Employercommitted to providing employment opportunity without regard to anindividual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion,sexual orientation, or veteran status.Essential Physical Job Functions:Certain jobs at Duke University and Duke University Health System mayinclude essential job functions that require specific physical and/ormental abilities. Additional information and provision for requests forreasonable accommodation will be provided by each hiring department.

Education

Work requires a general business background generally equivalent to abachelor's degree in a business related field.

Experience

Work requires 2 years related business or administrative experience tobecome familiar with general personnel practices, accounting andbudgeting principles and coordination of major office activities.A master's degree in a business related field may be substituted for 2years experience.OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OREXPERIENCE.

Auto req ID

89152BR

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status.

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 provision for requests for reasonable accommodation will be provided by each hiring department.

PI97580047