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.

Occupational Summary

Provide overall administrative management and coordination of diverse business-related functions including finance, budget, personnel, space and facilities planning, grant administration, maintenance and policy interpretation within the Civil and Environmental Engineering Department.

Work Performed

Financial Management

Manage day to day financial operations in accordance with University policies and procedures. Determine fiscal requirements, monitor, verify and reconcile expenditure of budgeted funds including endowments, startup accounts and master's revenue. Prepare reports and analyses to include financial reports, setting forth progress, adverse trends, and appropriate recommendations. Assist and advise department or division head and staff members of budgetary and related problems.

Plan and prepare departmental operational budgets for approval by division head by analyzing operating needs and considering past requirements and expenditures, projected revenue and expenses on both a short- and long-range basis. Perform year-end closing activities.

Supervise all Accounts Payable Check Requests, journal entries, IRs, corporate card administration, and Purchase Requisitions, etc., within existing University guidelines. This includes, but is not limited to, SAP/R3, Buy@Duke, and iForms.

Assist in the preparation of grant proposals and applications to include compilation of data and preparation of budget expenditures; monitor and verify expenditures; ensure compliance with University and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agency.

Human Resources Management

Collaborate with CEE Chair to develop an administrative organizational structure that best utilizes staff expertise while properly supporting CEE faculty, staff, and students. Streamline departmental communication channels by leading bi-weekly staff meetings.

Assist in the management and coordination of immigration and visa related functions by liaising with Duke’s visa office to support the appropriate immigration and/or employment status for foreign students, faculty, and staff.

Advise departmental management on pay issues, affirmative action requirements, classification issues, performance appraisals, and employee training and development; maintain liaison with Human Resources and other appropriate offices and departments to respond to personnel problems, issues, and special requests and to facilitate personnel actions. Coordinate the hiring and onboarding processes utilizing SAP iForms and SuccessFactors for regular staff and temporary staff ensuring compliance with University and federal guidelines.

Supervise and coordinate work of designated employees to include a Fiscal Specialist, Grants Manager and Program Coordinator; manage personnel activities to meet University and departmental objectives; advise faculty on employment, salary administration, employee relations, visas, and HR related issues as required.

Other Administrative Management

Maintain interface with departmental personnel to coordinate operational activities to ensure adequate manning, space, and facilities; prepare for and hold regular meetings with the department staff and administrative team; coordinate purchasing, maintenance and renovation activities for department; administer a program of property management and accountability.

Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the departmental and divisional head in accordance with departmental precedents and policies.

Perform other related duties incidental to the work described herein.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Minimum Qualifications

Education

Work requires a general business background generally equivalent to a Bachelor's degree program.

Experience

Work requires 3 years related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions. 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.