Job description

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

The Financial Management Analyst II is referred to internally as Associate Director, Finance and Operations, for the Office of Undergraduate Education (OUE). The position manages and mentors 4 staff members; is the business manager for an assigned portfolio; reads and evaluates all legal contracts for their portfolio; and serves as our department’s grants and routing/approval specialist.

The successful candidate will be a friendly team-oriented individual with business, grant and contract management experience—someone who is innovative, organized and detail-oriented. The Associate Director must be able to manage multiple priorities and communicate effectively in a high-functioning environment.

This position reports to the OUE’s Assistant Vice Provost of Finance and Operations (AVP for F&O) within a collegial department that provides business management and administrative support for the following: Academic Advising, Academic Resource Center, Athletes Civic Engagement, DukeEngage, DukeImmerse, DukeLIFE, Global Education Office, Office of Undergraduate Scholars and Fellows, OUE, Student-Faculty Engagement, the Testing Center, and the Time Away Office.

Interested applicants should apply online through Duke HR.


Ensure high-quality business management services for assigned portfolio. Responsible for exceptional performance of financial activities related to assigned portfolio.

Approve all expenditures and oversee monthly reconciliation for assigned portfolio. Monitor and review utilization of program plan and spending and review to ensure appropriateness of transactions.

Assist and advise leadership of budgetary and related problems; prepare initial budgetary recommendations for assigned portfolio by considering past requirements and expenditures and present program plans. Analyze program plans on both a short- and long-range basis including projecting possible levels of support from multiple sources of funding. Develop, review, code and upload budgets for assigned portfolio. Draft budget narratives.

Coach, and/or advise program staff on budgeting process, budget allocations, and University and departmental expense and payment policies; audit completed program expenses for accuracy, reasonability, and adherence to approved budget. Meet regularly with program managers to identify needs.

Perform grant management functions: monitor and verify expenditures; ensure compliance with University and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agency; month-end close; project closeouts, and project renewals. Serve as departmental specialist and resource in grants and gifts. Maintain grant management certifications.

If necessary for offshore accounts, execute monthly reconciliation of operations and payroll bank accounts against Duke ledger and prepare various financial reports for Treasury Office.

Develop and maintain key relationships (examples can include ECIJA, PWC, and University personnel) that serve as potential resources to successfully facilitate the flow of business tasks.

Prepare quarterly and yearly analyses setting forth progress, adverse trends and appropriate recommendations and conclusions.

Prepare various financial reports for Duke corporate departments and AVP for F&O.


Generate necessary faculty contracts.

Following the department’s contract process protocol, serve as primary contract project manager for assigned portfolio.

Receive, read, and assess all program contracts related to student programs. Provide assessments of new contracts to AVP for F&O.

Liaison with AVP for F&O, program staff, Duke Legal, and Corporate Risk Management with questions and concerns to bring consensus.

Work directly with program staff to ensure that contracts are executed in a timely manner.

When needed, negotiate directly with vendors on legal and insurance issues in contracts.

Where contract issues are intractable, clearly document issues and risks to stakeholders.

Ensure Director (or approved designee) signs approved contracts and that signed contracts are delivered to all necessary stakeholders.

Update contract tracking spreadsheet on a (minimum) weekly basis to ensure that contract status and last steps are clear to stakeholders.

Serve as back-up to the other Associate Director on their contract portfolio.

HR/Payroll (15%)

Manage and back-up department’s HR/Payroll rep; ensure integrity and efficiency of all HR processes. Review HR/Payroll processes and workflow regularly.

Advise staff on HR processes.

OTHER (5%)

Help and back up OUE Finance and Operations staff, including the AVP for F&O, as needed.

The intent of this job description is to represent the level and types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Departmental Preferences:

Master’s degree. Excellent written and verbal communication skills and experience with MS Excel required. Grants certification strongly preferred. Ability to work in a fast-paced, detail- and deadline-oriented environment with multiple constituencies. Ability to read, understand, and summarize legal contracts.

Note: A CPA is not required for this role. An advanced degree is preferred.

Minimum Qualifications


Work requires a Bachelor's degree in Accounting, Finance, Economics, Business Administration or a related field. CPA is desirable.


Work requires four years experience in financial management, cost accounting or a field directly related to specialized area of assignment. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Duke 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 essentialjob 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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Job No:
Posted: 10/3/2020
Application Due: 11/8/2020
Work Type: