The Administrative Manager provides overall administrative management and coordination of a variety of business related functions such as finance, budget, grants administration, personnel, space and facilities planning, and academic support. This role also serves as a primary link between staff, faculty and other university departments as well as the lead liaison with Trinity College of Arts and Sciences Office of Finance and Administration, and is responsible for keeping the Chair apprised of departmental needs.
Supervise and plan with department staff the coordination of operational activities providing support for the Chairs office, the undergraduate studies program, the graduate studies program, research administration function and various speakers' series; ensure adequate staffing, resources, training and coaching for departmental work throughout the year.
Financial - Provide overallfiscal management for a $7.5 annual operating budget and additional $6M in sponsored research funding.
• Plan departmental budget needs by analyzing program plans on both a short and long-term basis, including projecting levels of support from different sources of funding such as masters revenue, F&A returns, gift funding and endowments.
• Prepare quarterly financial analysis and variance reports for the Chair to show performance to budget.
• Serve as subject matter expert for all types of financial transactions (corporate card, procurement, payroll, cost transfers). Ensure adherence to payroll and corporate card deadlines and compliance to University policies.
• Oversee monthly financial reconciliation process for sponsored and non-sponsored funding. Review codes for overdrafts, and in cases of overdraft enact appropriate measures to clear overdrafts.
• Review & report on endowment spending for the department.
• Work with department staff to ensure compliance to Duke University policies and GAAPs. Routinely review departmental procedures for adherence to these policies and for opportunities to achieve greater efficiency.
• Oversee payroll operations for the department including the seasonal hiring of approximately 120 undergraduate teaching assistants as well as compensatory and non-compensatory payroll for the graduate program. Oversee research administration activities for the department. Assist in the preparation of grant proposals; coordinate appropriate post-award processes including oversight of approximately 120 sponsored projects, ensuring compliance with University and sponsoring agency policies and procedures; monitor award close-outs; ensure faculty summer supplemental payments are timely and in compliance with University and sponsor guidelines.
• Supervise and mentor nine direct reports (1 Staff Assistant, 4 Staff Specialists 1 Research Administration Specialist, 1 Program Coordinator, 1 Grants & Contracts Administrator and 1 Departmental Web Administrator). Prepare annual performance reviews by soliciting feedback from internal and external customers and assigning objective, measurable goals for the coming year. Meet quarterly with all direct reports to advise on progress towards goals for the current year.
• Work with visa services to obtain necessary work authorizations for departmental faculty and other personnel.
• Ensure the proper management of administrative aspects of faculty recruitment, appointment and promotion processes; ensure the maintenance of records on appointments, including regular and secondary, adjuncts, visiting faculty, staff, postdoc and research appointments; advise chair on appointments, terms and re-appointments.
• Advise faculty on routine administration of departmental business, pay issues, affirmative action requirements, and classification issues, performance of staff, and employee training and development.
• Serve as liaison with administrative and professional personnel concerning University policies and procedures and personnel administration; serve as 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.
• Oversee departmental facilities & space logistics including office assignments, updating of Web central; space audits; renovations and furnishings.
• Interpret department policies, by-laws and procedures with the Chair; make decisions on operating problems and issue instructions in the name of the department in accordance with departmental precedents and policies.
• Stay up to date on applicable rules, procedures, processes and technologies for departmental business and programmatic activities as well as for federal compliance.
• Complete tasks in timely and competent fashion and work with Chair, faculty and staff to develop plans to ensure timely completion of departmental business tasks; provide timely follow up to department members and members of the administration.
• Work with departmental IT staff to develop opportunities to streamline or automate processes.
• Be accessible to the chair, faculty and staff; attend regular meetings with the Chair; plan and lead regular and special staff meetings; attend Arts & Sciences meetings associated with performance of business operations of the department; facilitate information exchange between the department and other units in the university.
• Participate in internal & external committee meetings such as CS Communications Committee; RACI Webinar Committee, Research Administrator Portal advisory committee.
In addition to applying online, please submit a cover letter and resume to Richard Lucic, email@example.com.
1493 ADMINISTRATIVE MANAGER
Job Family Level
Full Time / Part Time
Regular / Temporary
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.
Work requires a general business back ground generally equivalent to abachelor's degree in a business related field.
Work requires 4 years related business or administrative experience toacquire competence in applying general personnel practices, accountingand budgeting principles and coordination of major administrativefunctions.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
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.