ADMINISTRATIVE MANAGER, DCRI

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

OCCUPATIONAL SUMMARY

Coordinate administrative and financial tasks for the Government Trials & Network Department within the Duke Clinical Research Institute. 

** NOTE: This position may have an opportunity to work remotely.  All Duke University and Duke Health remote workers must reside in one of the following states or districts:  Arizona; California; Florida; Georgia; Hawaii; Illinois; Maryland; Massachusetts; Montana; New Jersey; New York; North Carolina; Pennsylvania; South Carolina; Tennessee; Texas; Virginia or Washington, DC., Washington (State), Connecticut

WORK PERFORMED

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 Government Trials & Network components, and reflective of budget assumptions

•         Compare, adjust, and defend internal budgets against sponsor proposed budgets

•         Map DCRI Government Trials & Network 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 over time to reflect the current work of the Government Trials & Network group

•         Evaluate the cost/benefit of new budget initiatives and potential changes in processes.

•         Maintain generic proposal text and attachments

Financial Management

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 Government Trials & Network AD/Director,  regarding budgetary and related issues

•         Consult with Government Trials & Network AD/Director to resolve complex time tracking and invoicing issues

•         Compile, analyze, and report the business operations of the Government Trials & Network group 

Consulting/Invoicing

•         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 Government Trials & Network group

Project Forecasting

•         Oversee process of monthly forecasting of projects

•         Conduct meetings with individual staff to accomplish forecasting of complex projects

Staff Training

•         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

EPM Coordination

•         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

EDUCATION, EXPERIENCE, AND SKILLS

Participate in negotiations as part of the BD team, interacting with the sponsor after obtaining input and approvals as appropriate

Review final contract to confirm everything is correct prior to execution.

SUPERVISORY RESPONSIBILITIES

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.

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 business related 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.

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.