DEPARTMENTAL BUSINESS MANAGER, III - DUKE OFFICE OF CONTINUING STUDIES AND SUMMER SESSION
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.
Background/Organizational Description In keeping with the mission of DCS&SS to provide credit and noncredit programming for local, national, and international audiences, the office requires and maintains a high volume of financial and business activity. The Business Manager provides overall administrative management and coordination of various business-related functions including finance, budget, human resources, and IT considerations. This staff member reports to senior staff within the Office of the Provost and consults with each program director within DCS&SS on a regular basis regarding programmatic revenues, expenditures, hiring and payment matters, budget analysis, and budget preparation. This staff member manages a staff including an HR/payroll specialist, the Central Operations and Registration (COR) unit and IT Information Systems and User Support Services. Additional staff management responsibilities may be required in accordance with DCS&SS operational growth. ACCOUNTING & FINANCE ACTIVITIES
- Manage day-to-day financial operations in accordance with University and DCS&SS policies and business objectives.
- Prepare monthly financial management reports to monitor and project departmental as well as program-specific spending. Assist and advise the Director and program directors on problem areas while suggesting and implementing appropriate corrective actions. Integrate past requirements and expenditures with present program plans as a basis for departmental budgetary recommendations. Prepare business analyses for revenues by program. Prepare revenue and expense analyses for new and/or revised programs.
- Create and maintain custom spreadsheets, invoice systems, and electronic versions of University forms in support of the Continuing Studies Central Office, Summer Session, and individual noncredit programming units. Reconcile all cost objects on a monthly basis. Ongoing and consistent monitoring for appropriate expenditure of funds. Review reconciliations with the appropriate program director.
- Supervise all Accounts Payable Check Requests, journal entries, IRs, corporate card administration, and Purchase Requisitions, etc., within existing University and DCS guidelines. This includes, but is not limited to, SAP/R3, [email protected], iForms, and FileMaker Pro. Implement new financial and HR software systems/roll-outs and assist with internal office compliance.
- Gather and maintain program and departmental income and expense metrics essential to office and program budget development; assist the Director in development of annual University-required budget submission. Work with program directors in developing annual budget requests. Provide oversight over all DCS&SS staff to refine and coordinate financial performance reporting to align with the departmental budgeting processes.
- Oversee programs' course revenue payments by credit card and work with the Bursar's Office & internal program staff to designate wire transfers and Western Union payments to the appropriate revenue code.
- Serve as the financial liaison with various University offices and their senior staff, including, but not limited to, Payroll, Accounting, Employee Travel, Office of Research Support, and Sponsored Programs.
- Perform year-end closing activities, including working with program directors to determine appropriate revenue deferments.
- Make recommendations to improve financial systems and operations, as well as instruct staff on current and updated Duke financial policies.
- Support all staff in managing DCS&SS E-Commerce, Merchant Connect, and TrustKeeper accounts. Provide oversight to comply with Duke University's and the credit card industry's monitors, including the Payment Card Industry (PCI) Data Security Standards.
- Coordinate the hiring and onboarding processes utilizing SAP iForms and SuccessFactors for regular staff and seasonal staff ensuring compliance with University and federal guidelines.Supervise department HR/payroll representative to ensure accurate and complete preparation and processing of University payroll and HR documents to include, but not limited to: Supplemental Pay, Gross Adjustments, Manual Checks and Advance Pay forms, Pay Exception Forms, Hire Forms, Rate and Schedule Changes, FMLA requests, and Termination Notices.
- Collaborate with Staff & Labor Relations, Duke HR, Office of Institutional Equity, and Duke Corporate Payroll while managing human resources activities to meet University and departmental objectives.
- Screen, interview, and deliberate on assigned employee search and hire committees.
- Direct and oversee the efforts of the HR/payroll specialist.
- Provide oversight of the COR unit responsible for central administrative and customer service operations of all non-credit programs including, but not limited to, program registration, e-commerce systems, communications and maintenance of appropriate documentation such as records and transcripts.
- Provide oversight of the IT Information Systems and User Support Services to ensure a centralized application for storage of all data in support of student records, course management, staff records, course and program registrations, and marketing.
- Ensure appropriate coordination among the COR, IT and payroll functions to ensure effective and efficient operations.
- Supervise and coordinate the work of designated employees; manage HR activities to meet University and departmental objectives and policies including training, performance evaluation, salary administration and related activities; interpret departmental and University policies and procedures, making decisions on specific operating problems and issuing instructions in accordance with departmental precedents and policies.
- Represent department head in meetings and conferences and other affairs of an administrative nature.
- Perform other related duties incidental to the work described above.
HIRING PREFERENCES-- Bachelor's degree in a business-related field.-- Experience with general bookkeeping and accounting procedures.-- Knowledge and experience using Duke financial and payroll systems.-- Duke certifications in financial systems, procure to pay, and payroll specialist.-- Excellent oral and written communication skills.-- Excellent data entry and proofreading skills.-- Willingness to be responsive to colleagues and contribute to a cooperative and positive work environment.
Work requires a general business background generally equivalent to a bachelor degree programs.
Work requires 4 years related business or administrative experience to functions. acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative A master's degree in a business related field may be substituted for 2 years experience OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.
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