ADMINISTRATIVE MANAGER, DCRI - Statistics

Location
Durham, NC
Posted
Apr 13, 2017
Institution Type
Four-Year Institution

ADMINISTRATIVE MANAGER, DCRI - Statistics
DCRI - Statistics

Occupational Summary

Coordinate administrative and financial tasks for Statistics Department [representing Clinical Trials Statistics, secondary manuscripts (SIGMA), Center for Predictive Medicine] within the Duke Clinical Research Institute.

Work Performed

Project Proposals and Budgets
  • Prepare and submit budget bids for new proposals, based on DCRI cost model and project requirements
  • Review budgets, bids, and proposals updated by Strategic Business Development personnel based on departmental comments in a timely fashion, and approve updates or return comments
  • Prepare written components of business proposals and operational plans, with respect to statistical components, and reflective of budget assumptions
  • Compare, adjust, and defend internal budgets against sponsor proposed budgets
  • Map DCRI statistical budget to sponsor scope and pricing formats, when required
  • Proactively seek consultation from Statistics department managers and high level staff as appropriate to ensure thorough understanding of projects and operational impacts
  • Gather units and metrics from statisticians to prepare and justify out-of-scope pricing
  • Respond to internal and external questions regarding the details and rationale of budgets and out-of-scope pricing
  • Provide recommendations for adjusting and updating the DCRI pricing model over time to reflect the current work of the Statistics group
  • Evaluate the cost/benefit of new budget initiatives and potential changes in processes.
  • Maintain generic proposal text and attachments
  • As the work of Statistics evolves, develop clear and persuasive approaches to describe and budget for new types of activities
  • Collaborate with other functions within DCRI to determine efficient approaches to meet project needs and competitive budgeting
  • Participate in negotiating statistics-related sub-contracts

Project Management
  • Serve as a central person facilitating the business and financial aspects of Statistics-only projects
  • Work with Clinical Trials statistical leadership to ensure that all Statistics-only projects are appropriately supported with statistical staff and faculty
  • Enter and maintain Statistics-only clinical research projects within the IRB review and approval system; ensure IRB approval for all Statistics-only projects
  • Routinely monitor financial status of projects and pro-actively notify Director of Statistical Operations and Faculty Director of Biostatistics if project financials are worrisome
  • Recognize and pursue financial coverage for out-of-scope activities
  • Train and oversee the Data Monitoring Committee (DMC) Coordinator to conduct project management responsibilities for projects that have only DMC activities within the Statistics group
  • Prepare narrative and analytic summary reports for DCRI and group leadership

Project Forecasting
  • Oversee process of monthly forecasting of projects
  • Develop and maintain forecasting tools to facilitate accurate forecasting across the collection of projects that each individual works on
  • Conduct meetings with individual staff to accomplish forecasting of complex projects

Financial Management

General Financial Oversight
  • Make recommendations to improve financial systems; analyze deficiencies and report to director
  • Serve as primary contact with Financial Accounting and Strategic Business Development to assist and advise regarding budgetary and related issues
  • Resolve complex time tracking and invoicing issues
  • Compile, analyze, and report the business operations of the Statistics group

Monthly Group Financial Reports
  • Oversee review of monthly group financial reports and resolution of discrepancies and incorrect charges
Fiscal Year Budgets
  • Gather information from group on upcoming needs, such as software, hardware, reference materials, and training expectations, as needed to plan future budgets
  • Prepare all documents needed for annual budgeting, such as current PMR, utilization targets, a statistical budget summary sheet, and recording all changes to the working budget spreadsheet for the Statistics group
  • Provide forecasts for use of the statistics-specific accounts

Staff Training
  • Provide individual and group training regarding (1) forecasting projects to completion, (2) monitoring of deliverables, and (3) time tracking expectations and guidelines
  • Develop and conduct training regarding administrative and financial recordkeeping expected by staff

EPM Coordination
  • Coordinate electronic time tracking and time card processes within the group
  • Coordinate the time tracking approval process; back up staff performing approvals, as needed
  • Train staff assistants/staff specialists on the time tracking approval process
  • Resolve time tracking approval issues when they arise
  • Develop and maintain guidance document that associates tasks to each statistical deliverable

Hiring/Employment Management
  • Serve as hiring manager for the clinical trials statisticians and support staff in the department
  • Provide updates to the Position Management Report (PMR) on a routine basis
  • Prepare and submit PAR forms for new or potential hires, and for changes to work schedule and/or salary for existing staff
  • Conduct reference checks for potential employees
  • Recommend salary offer amounts based on relevant comparators within the group
  • Prepare and submit New Hire Forms, or review those prepared by a high level support person



Requisition Number
401237370

Location
Durham

Duke Entity
MEDICAL CENTER

Job Code
1493 ADMINISTRATIVE MANAGER

Job Family Level
14

Exempt/Non-Exempt
Exempt

Full Time / Part Time
FULL TIME

Regular / Temporary
Regular

Shift
First/Day

Minimum Qualifications


Education

Work requires a general business back ground 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

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.

Auto req ID

87776BR

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.

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