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FINANCIAL AND PERSONNEL OPERATIONS MANAGER, PROVOST ADMINISTRATIVE SERVICES

Employer
Duke University
Location
Office of Interdisciplinary Programs Mgm

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Executive Administration Jobs
Provosts
Administrative Jobs
Academic Affairs, International Programs, Institutional & Business Affairs, Business & Financial Management
Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

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

The Administrative Services Team is a new group that works alongside a team of HR and Finance professionals to provide operational support to a variety of departments and programs.

The Financial and Personnel Operations Manager will develop and oversee a team of professionals servicing a diverse portfolio of units under the purview of Provost Academic Support, including the University Institutes and Centers. The group provides faculty affairs, human resources and payroll support to all units under the purview of Provost Academic Support and business manager and financial support to smaller units that do not require a full FTE. As such, the position has a wide range of business manager responsibilities and is ever changing.

In addition to managing the team, the Financial and Personnel Operations Manager may also be assigned a small portfolio of units that he/ she will be responsible for providing financial, human resources and faculty affairs support for. In addition, the Manager will support units in leadership transitions on an adhoc basis.

The preferred candidate will have previous experience at Duke managing all business functions of a busy department and a successful track record of managing, developing and inspiring others.

This is a full time, exempt position with the possibility of some remote work. The candidate should be local to the Duke area as some on campus presence is expected. Interested candidates should include a cover letter describing relevant experience and leadership philosophy.

To be considered for this position, please include a cover letter describing your relevant experience.

Work Performed

Leadership & Oversight (35%)

    Oversee, coach and mentor a small team of business managers that provide overall coordination of activities for an assigned portfolio. Review work, provide feedback, identify training and development opportunities and connect the team with resources around Duke that will enable success.

    Oversee, coach and mentor a small team of transactional specialists that service multiple business areas.

    Works with the leadership of small units and those in startup and transition phases to develop operating policies and procedures. Act as a temporary business manager as needed for units in transition due to absence or vacancy.

    Develop tools, processes and automations to promote efficient and simple use of centralized administrative services.

Financial (30%)

  • Works closely with assigned units to input and submit an annual budget plan that is consistent with stated objectives. Completes biannual variance activities.

  • Trains and oversees transactional staff specializing in finance. Reviews all financial transactions for assigned units to ensure compliance to University guidelines, donor intent and the overall good stewardship of funds.

  • Executes all monthly financial management activities for assigned units including overdraft review and proactive resolution, review and spot checking of monthly reconciliation completed by Business Managers using the FAM tool and proactively works to make certain transactions are timely, compliant and well documented.

  • Works with unit representatives to ensure proper coding and use of space assigned in WebCentral.

  • Reviews Provost, school and endowment commitments to ensure funding is received. Works with management centers and school financial officers as needed to resolve missing or unused funds.

  • Prepares quarterly actual financial reports for unit leaders.

  • Prepares short term (1 year) and long term (5 year) financial projections for University, gift and endowment funds.

  • Prepares quarterly problematic transaction report to PAS leadership (write-offs, overdrafts, interest expenses and unapproved corporate card transactions). Works with assigned units to remediate.

Payroll & Student Programs Support (30%)

    Oversees and directs administrative activities associated with non compensatory programs such as Data + by partnering with program staff, payroll and OIT to organize logistics. Manages and directs staff on the payroll elements associated with these efforts.

    Trains and oversees transactional staff specializing in payroll and HR support. Coordinate personnel-related transactions such as opening requisitions, submitting position reclassifications, processing and advising staff on personal data, salary and cost distribution changes, reviewing non-compensation forms and liaising with Corporate Payroll to resolve any payment problems.

    Maintain pay points, perform regular audits of zero rate employees, dormant positions and provide summary reports to PAS leadership.

    May serve as a resource and connector on matters of staff and labor relations- connecting both managers and employees to the appropriate offices.

Other/ Special Projects (5%)

    May be asked to jump into special projects or other administrative activities in support of lean units.May be asked to provide backup support to other senior members of the team.

Minimum Qualifications

Education

Work requires a general business background generally equivalent to a bachelordegree programs.

Experience

Work requires 4 years related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions. 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

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.

Organization

Read our Diversity Profile History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.Duke Meeting

 “By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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