ADMINISTRATIVE MANAGER, ARTS AND SCIENCES

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 Departmental Business Manager provides overall administrative management and coordination of a variety of business-related functions such as finance, budget, grants administration, personnel management, space and facilities planning, and academic support. This role also serves as the primary link between staff, faculty and other university departments as well as the lead liaison with Trinity College of Arts and Sciences Office of Finance and Administration and is responsible for keeping the Chair apprised of departmental needs.

In the Department of Computer Science, the business manager plays a role in the strategic management of department initiatives such as industrial engagement in partnership with faculty; work with the Pratt School of Engineering to oversee logistics involved in hosting the bi-annual TechConnect event. The business manager also oversees the department alumni engagement initiative; the implementation of the department communication and strategic plan. Other operational duties involve planning all department spaces as well as having oversight over process automation plans.

Work Performed

Financial (30%)

Oversee fiscal management for the department annual operating budget and sponsored research funding.

• Plan departmental budget needs by analyzing program plans on both a short and long-term basis, including projecting levels of support from different sources of funding such as master’s revenue, F&A returns, gift funding and endowments. Review and report on endowment spending.
• Prepare quarterly financial analysis and variance reports for the Chair to show performance to budget. Oversee monthly financial reconciliation process for sponsored and non-sponsored funding. Review codes for overdrafts, and in cases of overdraft enact appropriate measures to clear overdrafts.
• Serve as subject matter expert for all types of financial transactions (corporate card, procurement, payroll, cost transfers). Ensure adherence to payroll and corporate card deadlines and compliance to University policies.
• Work with department staff to ensure compliance to Duke University policies and GAAPs. Routinely review departmental procedures for adherence to these policies and for opportunities to achieve greater efficiency.

• Oversee research administration activities for the department; coordinate appropriate post-award processes including oversight of approximately 120 sponsored projects, ensuring compliance with University and sponsoring agency policies and procedures; monitor award close-outs; ensure faculty summer supplemental payments are timely and in compliance with University and sponsor guidelines.

Human Resources (30%)

• Supervise and mentor twelve direct reports (2 Staff Assistants, 4 Staff Specialists, 1 Research Administration Specialist, 1 Grants & Contracts Administrator, 1 Program Coordinator, 2 Student Development Coordinators and 1 Departmental Web Administrator). Prepare annual performance reviews by soliciting feedback from internal and external customers and assigning objective, measurable goals for the coming year.  Meet monthly with all direct reports to advise on progress towards goals for the current year.
• Work with visa services to process visa applications and obtain necessary work authorizations for departmental faculty and postdocs. and other personnel.
• Ensure the proper management of administrative aspects of faculty recruitment, appointment and promotion processes; ensure the maintenance of records on appointments, including regular and secondary, adjuncts, visiting faculty, staff, postdoc and research appointments; advise chair on appointments, terms and reappointments.
• Advise faculty on routine administration of departmental business, pay issues, affirmative action requirements, and classification issues, performance of staff, and employee training and development.
• Serve as liaison with administrative and professional personnel concerning University policies and procedures and personnel administration; serve as liaison with the Office of the Dean for Finance and Administration, Human Resources, and other administrative offices as appropriate to respond to personnel problems, issues, and special requests and facilitate personnel actions.

Operations (15%)

• Interpret department policies, by-laws and procedures with the Chair; make decisions on operating problems and issue instructions on behalf of the department in accordance with departmental precedents and policies.
• Stay up to date on applicable rules, procedures, processes and technologies for departmental business and programmatic activities as well as for federal compliance.
• Complete tasks in timely and competent fashion and work with Chair, faculty and staff to develop plans to ensure timely completion of departmental business tasks; provide timely follow up to department members and members of the administration.
• Analyze department business processes and propose automation of tasks that streamline business operations. Work with departmental IT staff to design and create opportunities to automate and streamline these processes.
• Be accessible to the chair, faculty and staff; attend regular meetings with the Chair; plan and lead regular and special staff meetings; attend Arts & Sciences meetings associated with performance of business operations of the department; facilitate information exchange between the department and other units in the university.

Strategic Priorities/ Additional Roles (25%)

• Facilitate efforts to develop the department communication strategy and oversee the implementation this strategy in a manner consistent with department and university policy. 
• Facilitate efforts to identify the need for new communication avenues (multimedia, newsletters, brochures) and other informational materials to support the department marketing and promotional activities and provide significant input in the development and periodic revision of these materials.
• Manage and coordinate the department alumni engagement; maintain liaison with the Graduate School Office of University Development, including planning and overseeing department-alumni engagements; participating in the Graduate Board of Visitors.
• Manage and oversee the administrative aspects of department industry engagement initiatives including financial oversight, collecting, and tracking information about industry partners and their financial commitment.
• Strategically plan and manage department space allocation; propose and implement best use of department rooms and dry laboratories. Assign offices to faculty, staff and students for the department, update and maintain WebCentral database. 
• Assist department chair with strategic planning; course evaluation data; faculty development and tracking faculty awards. These awards are critical in establishing our department rankings among peer institutions. 
• Overseeing and managing Intellectual Property for the department including interfacing between faculty and the Duke Office of Licensing and Ventures.
• Oversee new department events and initiatives for instance: Machine Learning Day and Triangle Area Privacy and Security day. Assist faculty in planning, providing logistic assistance and coordinating with administrative staff.

Prefered Minimum Qualifications

Education/Training: Master’s Degree in Business Administration is highly desirable or a related discipline.  Candidates can have an equivalent combination of relevant education and/or experience.

Experience:

• Excellent interpersonal skills, attention to detail and possess a project management mindset
• Strong writing and communication skills
• A motivated self-starter that can take broad direction and create specific exemplary products

Minimum Qualifications

Education

Work requires a general business background generally equivalent to a bachelor's degree in a business-related field.

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.

Job Code: 00002784 ADMINISTRATIVE MANAGER, A&S
Job Level: 15

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