ASSISTANT DIRECTOR, BUSINESS & FINANCE, NSOE

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.

The Durham Assistant Director of Finance provides leadership, guidance, coordination and fiscal support for the Nicholas School of the Environment (NSOE). Reporting to the Associate Dean for Finance at NSOE, this position serves as an audit & compliance expert within the NSOE Business Office for operations on campus in Durham, North Carolina and provides administrative management and coordination of finance, budget, personnel, space and facilities planning, academic support and policy interpretation for the School as directed by the Associate Dean for Finance. The incumbent will perform the more complex duties involved in compiling, analyzing and reporting the financial performance of the School and operating units and  supervises NSOE business office staff and works closely with the Business Manager at NSOE’s Marine Lab campus in Beaufort, North Carolina to ensure consistent financial management practices across the School. The Assistant Director, Finance is responsible for maintaining a system of sound internal controls in accordance with University, regulatory, and GAAP guidelines.

• Plan annual operational budget by analyzing trends and future needs as directed by the Associate Dean for Finance

• Assist the Associate Dean of Finance, Director/Chair of the Divisions, faculty, staff and students to gain an understanding of the budgetary needs of the School.
• Ensure proper entry of budget transactions into the university budgeting system.
• Prepare in-depth analyses of operating fund codes
• Assist the Associate Dean of Finance to estimate enrollment & participate in enrollment planning activities
• Confer with administration and faculty to analyze and recommend financial implications related to priorities and goals for future program needs
• Review the financial & budget implications of new positions, hires, transfers, reclassifications and terminations in accordance with University and School policies and procedures
• Oversee FAM validation and overdraft management process including Duke’s international/in-country finances and provide back-up support in reconciling sponsored programs expenditures to ensure cost compliance and Duke's policies and procedures.
• Reconcile core operating funds monthly and lead month end close procedures. 
• Prepare monthly, quarterly, variance/projections, and year-end income statements by consolidating accounting data and provide written interpretation of results; monitor and report on financial performance of individual units and the division as a whole; recommend corrective actions based on analysis.  Provide stakeholders with SAP R/3 and Excel based financial reports for planning purposes.

• Coordinate with and assist the Associate Dean of Finance with preparation of fall and spring projections
  • Coordinate the preparation of monthly reconciliations of unrestricted operating codes
  • Monitor operating codes on an ongoing basis in accordance with University and NSOE requirements
  • Monitor endowment codes to ensure compliance with indenture agreements
  • Prepare financial statements reflecting status of programs and activities
  • Prepare monthly overdraft report, evaluate problems and propose solutions
  • Ensure compliance with University fiscal policies and business procedures
  • Coordinate & prepare budget to actual evaluations for faculty for courses and special course trips

Operational Administration 45%

• Supervise Business Office Staff as needed in coordination with the Associate Dean for Finance
  • Ensure the training of staff in business office procedures
  • Assist with the supervision of sponsored research staff as needed
  • Guide and assist faculty with business office procedures as needed
  • Work in collaboration with the Duke University Marine Lab Business Manger to maintain consistent fiscal operations and controls in compliance with University and School guidelines
  • Oversee all purchasing activities including Concur travel and expense management, invoice payments, purchase requisitions, independent contractors and other administrative and accounting processes; including the review and approval of corporate card expenses, journal vouchers, reconciliation of expenses on all Institute program and center codes.  Issue and monitor all Procurement Cards for eligible DGHI staff and faculty.  Oversee accounts payable check request, non-salary cost transfers, Journal entries. 

• Prepare and review personnel related items as directed by the Associate Dean for Finance in consultation with Assistant Dean of HR for NSOE
  • Calculate and monitor faculty salary distributions;
  • Review and approve faculty supplemental pay;
  • Summer Salary reporting & content expert

• Ensure all monthly reconciliations prepared by Business Office staff are reviewed
  • Ensure accurate accounting and reporting;
  • Resolution of problems and issues arising from unusual circumstances.

• Ensure the review and approve journal vouchers prepared by Business Office staff.

• Consult with Associate Dean to ensure the review and approval of capital purchases in SAP.

• Training
  • Work with staff to schedule and arrange training for Business Office Staff which includes:
    • RCC – sponsored project training
    • Works administration for corporate credit cards
    • L&OD – developmental training

• Contract Administration
  • Coordinate the review, approval and maintenance of outside contracts in concert with the Associate Dean for Finance

• Supervise Corporate Card/Concur/Works Administration
  • Ensure the review and approval of new Corporate Card assignments;
  • Supervise the monitoring of usage of all divisional charges;
  • Ensure back-up support for Works administrators.

• Committees
  • Contribute to and participate in committee work as assigned in on Durham campus
  • Assign new fund codes to staff as needed;
  • Request fund codes as needed;
  • Work with staff and the CGMT to resolve any financial conflicts or problems that may arise.
  • Perform account manager duties for assigned gifts and operational codes as needed

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.

Work requires knowledge of accounting and business matters as well as analytical, organizational and communications skills generally acquired through a bachelor's degree in business, accounting or a related field.

Work requires six years of experience in an administrative and/or business setting to become familiar with programs and activities involved in operational budgets and organizational and business matters and to acquire skills necessary to implement and coordinate administrative programs. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

• Effective written and verbal communication
• Strong interpersonal skills
• Strong understanding of financial processes and internal controls
• Strong organizational, analytical and time management skills
• Extensive ability to be collegial and collaborate/partner across units and centers
• Ability to manage staff in a respectful and professional manner
• Strategic thinker with attention to detail and planning
• Be able to problem solve to achieve results in a complex organization
• Ability to multi-task and manage multiple processes simultaneously in a fast-paced global environment
• Willingness to train others and to serve as a resource to units
• Knowledge of university accounting methods, forms, and systems, and policies and procedures
• Ability to perform job functions in an autonomous environment with minimal supervision

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position.

Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Duke University 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 essential job 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.

Work requires knowledge of accounting principles generally acquired through a bachelor's degree in Accounting, Business Administration, or a directly related field.

Work generally requires five years of related experience to become knowledgeable of accepted accounting practices involved in managing and processing accurate and timely financial transactions and ensuring compliance with federal and state regulations. 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.