ADMINISTRATIVE MANAGER


diversity employer



ADMINISTRATIVE MANAGER
Center for Child and Family Policy

Occupational Summary

Provide overall administrative management and coordination of a variety of business related functions such as finance, budget, personnel, space and facilities planning, grant administration, maintenance and policy interpretation and dissemination for the Centerfor Child and Family Policy.

Work Performed
  • Responsible for day-to-day administration of activities and coordination of support for 60+ staff members and 40+ faculty fellows within the Center for Child and Family Policy.
  • Develop, update, and communicate Center and University policies and procedures to researchers and staff.
  • Ensure compliance with University, Sanford School of Public Policy, and sponsoring agency policies and procedures.
  • Respond to problems and follow up to ensure resolution. Serve on Center's Leadership Team which includes Center Director and other Associate Directors.
  • Meet bi- monthly to discuss policies and procedures, establish short- and long-term goals for Center programs and new initiatives.
  • Serve as liaison with administrative and professional personnel in the Sanford School and other departments and programs at Duke.
  • Attend monthly public policy staff and Sanford senior manager meetings.
  • Supervise Center's administrative staff which includes four staff assistants and one meeting and events coordinator.
  • Serve as resource to Center's communications director. Develop Center's operating budget in conjunction with Center director.
  • Consult with director on salary increases.
  • Approve purchases and monitor monthly expenditures for various Center codes.
  • Track continuing education/professional development expenditures and researchers' travel allowance.
  • Set up and monitor short-term cash funds as needed.
  • Work with managers hiring new staff. Assign offices, request phone and computer if needed.
  • Update and distribute Center handbook to new employees.
  • Prepare re-appointment letters for research scientists.
  • Review and approve annual effort certification reports.
  • Update Center's organizational chart as needed.
  • Assign office space, requests for changes, etc.
  • Determine when new equipment (copier, fax machine, etc.) needs to be purchased.
  • Manage suite-related issues (carpet needs cleaning, etc.). Oversee office moves which often occur in summer.
  • General oversight of contracts and grants from the federal government, state government, foundations, etc.
  • Serve as liaison between Social Science Research Institute to educate researchers on policies and procedures related to sponsored research.
  • Troubleshoot when problems arise. Assign upcoming proposals to one of Center's internal review committees.
  • Maintain list of all Center funding and update website as needed. Transfer percentage of indirect cost recoveries to PIs.
  • Work with independent contractors hired on grants to complete Duke paper work. Set up contractor in Buy@Duke system to generate Purchase Order #.
  • Follow up when submitted invoices are not paid in a timely manner.
  • Update research projects which appear on Center's website. Work on all aspects of the Child Policy Research certificate program with the faculty director, e.g., track students enrolled in program, meet with students as needed, inform students about upcoming events of interest, manage the budget, enter classes in Department Schedule Validator, correspond with instructors teaching Child Policy classes, represent the certificate at University-wide events such as the Major's Fair and Blue Devil Days, etc.
  • Monitor list of undergrads working on independent studies each semester. Transfer funds to mentors' research account.
  • Advertise availability of Jacqueline Morris fellowship to certificate students, those enrolled in School Research Partnership program, public policy and psychology majors.
  • Send award letters, request checks, take photos of students for website, organize end-of-year event and collect thank you notes written by students to send to Morris family.
  • Discuss assignment of members of speakers committee with Center director; invite them to participate; organize initial committee meeting; request suggestions from Center researchers, staff and faculty fellows; set meeting date and lead discussion.
  • Supervise meeting and event planner who coordinates all aspects of speaker's visit. 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.

Requisition Number
401275873

Location
Durham

Duke Entity
UNIVERSITY

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
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.

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

Auto req ID

90768BR

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.

PI98121816