ADMINISTRATIVE MANAGER

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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

Innovations in Healthcare (IiH) is a nonprofit organization hosted by Duke University and founded in 2011 by Duke Health, McKinsey & Company, and the World Economic Forum. The organization aims to improve healthcare worldwide by supporting the scale and impact of promising innovations. Innovations in Healthcare collaborates closely with the Duke Global Health Innovation Center (GHIC), part of the Duke Global Health Institute (DGHI). GHIC studies and supports the scaling and adaptation of innovations, and related policy reforms, to address critical health challenges worldwide. It helps integrate complementary efforts across IiH, DGHI, the Duke-Margolis Center for Health Policy and the Duke Institute for Health Innovation, developing an academic home for faculty, staff, trainees, and students working on health innovation and policy issues globally.

The Administrative Manager will provide overall administrative management and coordination of various business-related functions including finance, budget, personnel, space, and facilities planning, grant administration, academic support and policy interpretation and dissemination for IiH and the GHIC. The Administrative Manager will report to the Senior Director, Strategy, Management and Partnerships and coordinate a team of up to two (2) direct reports – Manager, Program Operations, and the Operations Coordinator - as well as coordinate and project manage IIH and GHIC related activities pertaining to finance, tax treasury, legal and risk management finance across shared services with DGHI Finance Team (FMA III, FMA II, Grants and Contracts Administrator).  

Work Performed

Administration/Core Operations (50%)

• Provide administrative direction and coordination in the formulation, interpretation, and administration of current and long-range policies, procedures, and programs, and effectively communicate to IiH and GHIC faculty/staff
• Plan for future administrative needs to meet key IiH and GHIC business objectives, including space planning, HR strategy and budget impact
• Coordinate and participate in IiH and GHIC leadership meetings, including quarterly IiH Board of Directors meetings
• Represent IiH and GHIC leadership in meetings, conferences, and other affairs of an administrative nature
• Ensure IiH and GHIC policies and practices are in alignment, and on compliance with all regulations, standards, and policies. Ensure that project teams follow all appropriate Duke University rules and regulations, collaborating with DGHI, HR, Counsel’s Office, Export Controls, Visa Services, etc.
• Develop and implement policies and procedures, templates, and methodologies for IiH and GHIC operations and projects; analyze and resolve issues that could jeopardize performance and/or ability to produce deliverables
• Coordinate operational support of country based IiH and GHIC offices and staff, currently in Kenya

• Oversee learner engagement through Fall, Spring, and summer semesters. Coordinate learner recruiting, matchmaking, and engagement. Engage current learners and learner alumni
• Oversee faculty engagement with leadership. Coordinate Duke GHIC Faculty Advisory and Duke GHIC Faculty Affiliate Committees.
• Coordinate/project manage finance shared services activities across DGHI/Duke University Finance, Risk Management, including:
  • Provide input to IiH and GHIC budget needs by analyzing program plans on both a short- and long-term basis including projecting possible levels of support from multiple sources of funding; confer with IiH, GHIC and DGHI leadership and faculty to analyze and recommend priorities and goals for future departmental needs
  • Collaboratively work with IiH/GHIC Grants and Contracts Administrator and appropriate offices across the University for all pre-/post-award tasks for corporate, foundation and governmental grant and contract funding for IiH and GHIC, staying current on all University, DGHI and funding source policies and requirements, including staff effort tracking and grants and contracts closeout procedures
  • Coordinate preparation of IiH financial statements for Board of Directors meetings, coordinate annual IiH 990 tax filings with Duke Corporate Tax, and ensure compliance with state solicitation registration requirements in collaboration with an external law firm; also provide Board governance duties by serving in the role of IiH Board Secretary (FMA III)
  • Coordinate tracking and ensure timely billing and collections from corporate supporters and IiH grant funders

Human Resources (50%)

• Ensure that personnel activities meet Duke University, DGHI, IiH and GHIC objectives in training, equal employment opportunities and pay, and wage and salary administration
• Assess personnel needs, making recommendations and supervising the hiring of temporary, contract, consultant, and regular staff to enable current and projected workload, including:
  • Develop/update/organize job descriptions
  • Coordinate monthly level of effort planning across the team and entry into iforms, with Grants and Contracts Administrator
  • Maintain IIH/GHIC capabilities matrix
  • Create and maintain contractor database
  • Develop subject matter expert talent pool from Duke faculty and senior staff
  • Coordinate Duke University/Duke-NUS/Duke-Kunshan personnel for projects, including drafting and negotiating memorandum of understanding with internal Duke programs/departments
  • Manage annual and mid-year performance review process for IiH and GHIC
  • Manage annual effort certification process for IiH and GHIC
  • Manage employee relations in conjunction with DGHI HR
• Support leadership in enhancing diversity, equity and inclusion including devising strategies for tracking progress, training for team,
• Coordinate human resources practices with Preferred Personnel Africa
• Coordinate recruiting and hiring of personnel following Duke/DGHI and Preferred Personnel Africa (PPA) guidelines, and support onboarding and orientation of new personnel; serve as primary administrative liaison with DGHI and Duke HR and Recruiting
• Develop career pathways and oversee professional development for staff
• Support managers in performance improvement strategies and implementation

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.

Required Qualifications at this Level

Education/Training:

Work requires a Bachelor's degree in Business Administration, Accounting, or a closely related field.  Master’s degree strongly preferred. 

Experience:

Work requires four (4) years related business or administrative experience to acquire competence in applying general personnel practices, coordination of major administrative functions and space and facilities management. A Master's degree in Business Administration, Hospital Administration, or a closely related field may substitute for two years of required experience. Experience in international operations preferred.

Skills:

• Proven innovation and initiative to anticipate, develop, and implement new procedures, practices, and processes
• Resourceful and strategic in resolving unusual and new concerns to establish effective and efficient precedents
• Adaptable to dynamic work patterns, business methods and environment
• Demonstrated ability to identify and analyze complex situations and problems and develop options and recommendations for resolution
• Proven ability to develop, analyze, and carry out project objectives and work well with others of a diverse nature in achieving organizational goals
• Proven research ability, including gathering, synthesizing, and organizing information to produce concise reports using various resources
• Effective leadership skills with ability to take responsibility for assigned areas and to gain the confidence of faculty, leadership, colleagues, etc.
• Excellent negotiation skills
• Demonstrated counseling techniques with the ability to act as a facilitator, exercise diplomacy, tact, professionalism, responsiveness, a high degree of flexibility, and resolve concerns between individuals in a fair and equitable manner
• Excellent interpersonal skills to interact with a variety of personalities at all levels, exercising tact, sound judgment, diplomacy, and flexibility to promote positive working relationships and job effectiveness
• Strong written and verbal communication skills

The intent of this job description is to provide a representative and level of the types of duties

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.