DEPARTMENTAL BUSINESS MGR I

Location
Durham, NC
Posted
Oct 10, 2017
Institution Type
Four-Year Institution

diversity employer



DEPARTMENTAL BUSINESS MGR I
Continuing Studies

Occ Summary

The Departmental Business Manage reports to the Director of Continuing Studies & Summer Session and consults with the office's six program directors on a regular basis regarding program revenues, expenditures, instructor payments, budget analysis, and budget preparation. This staff member also serves as the office's payroll manager. The Business Manager does not supervise any other staff. The Business Manager, along with the office's IT staff, the Project Coordinator/Supervisor of the Central Operations and Registration team, and the office Director comprise a central office leadership and coordinating team that meets on a weekly basis.

ACCOUNTING & BUSINESS ACTIVITIES (80%)
• Manage day-to-day financial operations and resolve problems in accordance with University and DCS policies and business objectives.
• Prepare monthly financial management reports to monitor and project departmental and program spending. • Monitor on an ongoing basis the status of all fund codes and grant funds. Assist and advise the Director and program directors on problem areas and suggest appropriate course of action for corrections. Integrate past requirements and expenditures with present program plans as a basis for departmental budgetary recommendations. • Create and maintain custom spreadsheets, invoice systems, and computer versions of university forms in support of the Continuing Studies Central Office, Summer Session, and individual noncredit programming units.
• Reconcile all fund codes and review all grant and restricted fund code financial statements on a monthly basis. Monitor appropriate expenditure of funds. Generate monthly financial reconciliations for each program area and review with the appropriate program director.
• Perform all Accounts Payable Check Requests, journal entries, IRs, procurement card administration, and Purchase Requisitions, etc. within existing University and DCS guidelines. This includes, but is not limited to, SAP/R3, Works (for fund codes associated with company 14), Buy@Duke, and iForms. Train on new computer software systems/roll-outs and assist with internal office implementation.
• Review restricted fund codes to ensure that funds are being spent within budgetary guidelines. Monitor fund codes for grants and awards for compliance with grant specifications; notify the office director and the pertinent program director about financial issues; execute monetary transfers as needed; prepare financial paperwork and documentation required by program directors to write final reports.
• Gather and maintain program and departmental financial statistics essential to office and program budget development; assist the office Director in development of annual university- required budget submission to Trinity College. Work with the office's program directors in developing their annual budget requests. Work with other office staff to refine and coordinate financial performance reporting to coincide with the departmental budgeting processes.
• In consultation with the director, make transfers to correct errors and resolve overdrafts as required during end of yearreviews.
• Oversee the DCS general discretionary fund code, including maintaining accounting records for four separate lines of financial program activity within the account code and six additional discretionary accounts.
• Using information provided by the Director, execute quarterly financial transfers from the programming units for support of the Central Operations and Registration team (COR), central office technology, and the central office. Also execute the annual revenue sharing transfers to academic departments based upon Summer Session enrollments and as calculated by Summer Session staff.
• Oversee and monitor office's shared expenses for photocopying and general office supplies. Calculate and assign charges to program areas, and execute monthly and quarterly transfers to program fund codes.
• Oversee programs' course payments by credit card; analyze monthly bank statements to identify and separate out revenues from the nine individual program areas; execute JVs to transfer revenue to appropriate fund codes. Work with the Bursar's Office to designate wire transfers to the appropriate revenue code.
• Establish and maintain Youth Programs' payroll Access database; utilize the database to generate director's reports required for the review and approval of payrolls. Prepare the Youth Program payroll for June, July, and August in spreadsheet format according to the template provided by Duke Corporate Payroll.
• Record daily deposits prepared by the members of the office's Central Operations and Registration team for all noncredit programs. For credit card payments, distribute on weekly basis to the appropriate fund codes.
• Serve as the office's senior administrator for reconciling and clearing procurement card charges for 20+ staff.
• Prepare correspondence and answer inquiries regarding accounting information.
• Serve as the office's financial liaison with various university offices and their senior staff, including Payroll, Accounting, and Employee Travel. • Perform year-end closing activities.
• Make recommendations to improve financial systems and operations.
• Support other office staff in managing DCS E-Commerce, Merchant Connect, and TrustKeeper accounts. Understand and comply with Duke University's and the credit card industry's monitors, including the Payment Card Industry (PCI) Data Security Standards.

HUMAN RESOURCES/PAYROLL ACTIVITIES (20%)
• Process all new hires including, but not limited to, all Duke required documentation and necessary verification, for 26 regular staff and up to 120+ summer seasonal staff.
• Perform a variety of clerical and accounting duties required for the accurate and complete preparation and processing of university payroll and personnel documents to include Gross Adjustments, Manual Checks and Advance Pay forms, Pay Exception Forms, Employment Notices, Personnel Change Notices, and Termination Notices. Review all Confirmation Forms for accuracy.
• Review time card reports; compare payroll data of new employees against Master Distribution List to ensure correctness; prepare manual check requests as required. Distribute departmental payroll checks subsequent to verifying payroll documents for correctness.
• Prepare electronic personnel files on departmental employees including change of status and transfers. Manage personnel activities to meet University and departmental objectives.

Requisition Number
401338417

Location
Durham

Duke Entity
UNIVERSITY

Job Code
1494 DEPARTMENTAL BUSINESS MGR I

Job Family Level
10

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, 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 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 educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field.

Experience

Work requires 3 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Auto req ID

94256BR

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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