ADMINISTRATIVE MANAGER, DCRI Gov't & Networks
School of Medicine:
Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.
Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.
Coordinate administrative and financial tasks for the Clinical Operations Department within the Duke Clinical Research Institute.
Project Proposals and Budgets
- Prepare and submit budget bids for new proposals, based on DCRI cost model and project requirements
- Review budgets, bids, and proposals updated by Strategic Business Development personnel based on departmental comments in a timely fashion and approve updates or return comments
- Prepare written components of business proposals and operational plans, with respect to Clinical Operations components, and reflective of budget assumptions# Compare, adjust, and defend internal budgets against sponsor proposed budgets
- Map DCRI Clinical Operations budget to sponsor scope and pricing formats, when required
- Gather units and metrics from Project Leaders to prepare and justify out-of-scope pricing
- Provide recommendations for adjusting and updating the DCRI pricing model overtime to reflect the current work of the Clinical Operations group
- Evaluate the cost/benefit of new budget initiatives and potential changes in processes.
- Maintain generic proposal text and attachments
General Financial Oversight
- Make recommendations to improve financial systems; analyze deficiencies and report to director
- Serve as primary contact with Financial Accounting and Strategic Business Development to assist and advise, after discussion with Clinical Operations AD/Director, regarding budgetary and related issues
- Consult with Clinical Operations AD/Director to resolve complex time tracking and invoicing issues
- Compile, analyze, and report the business operations of the Clinical Operations group
- Determine rates for consulting, in collaboration with financial analyst and group director, to include rates for DCRI internal cost allocation, Duke clients outside of DCRI, and external commercial/academic rates
- Provide oversight and troubleshooting of the consulting/invoicing process for the group
- Review all consulting invoices before they are sent Monthly Group Financial Reports
- Review monthly group financial reports and resolve discrepancies and incorrect charges
Fiscal Year Budgets
- Gather information from group on upcoming needs, such as software, hardware, reference materials, and training expectations, as needed to plan future budgets
- Prepare all documents needed for annual budgeting, such as current PMR, utilization targets, a budget summary sheet, and recording all changes to the working budget spreadsheet for the Clinical Operations group
- Oversee process of monthly forecasting of projects
- Conduct meetings with individual staff to accomplish forecasting of complex projects
- Provide individual and group training regarding (1) forecasting projects to completion, (2) monitoring of deliverables, and (3) time tracking expectations and guidelines
- Develop and conduct training regarding administrative and financial recordkeeping expected by staff
- Coordinate electronic time tracking and time card processes within the group
- Coordinate the time tracking approval process; back up staff performing approvals, as needed
- Train staff assistants/staff specialists on the time tracking approval process
- Resolve time tracking approval issues when they arise
- Coordinate the process of requesting that projects be added to the time tracking system
Supervisory responsibilities are a potential for this position, but not required. Within the department, there is a possibility that over time the individual in this position may become responsible for managing three support staff members.Minimum Qualifications
Work requires a general business back ground generally equivalent to a bachelor's degree in a business related field.
Work requires 4 years related business or administrative experience to EXPERIENCE OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR functions. acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative A master's degree in a businessrelated field may be substituted for 2 years 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.
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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.