Associate Dean for Finance and Administration

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.

Sanford School of Public Policy, Duke University

SUMMARY

The Associate Dean for Finance & Administration (ADFA hereinafter) position is the chief financial and administrative officer for the entire Sanford School of Public Policy (School hereafter).  The ADFA provides overall administrative management and coordination of business functions such as finance, budget development, information technology, grant administration, human resources, and facilities planning and space management.  The ADFA operates with a high degree of autonomy and assumes enormous responsibility for achieving the established goals of the School. The ADFA is the key liaison with a range of other offices, particularly the representatives from the Provost’s Office, Financial Services, Research Support, Facilities Management, and Information Technology.  The ADFA reports to and serves as senior advisor to the Dean.

WORK PERFORMED

The ADFA monitors and coordinates business practices among central administration operations, graduate and undergraduate programs, and 11 diverse and complex centers and programs that comprise the School.  The ADFA oversees a total combined annual budget from these units of around $40M.  The ADFA oversees a growing faculty and staff now comprised of 337 employees across the School, with direct responsibility for 4 exempt staff members.

Business Practices: The ADFA: (25%)

Reviews, analyzes and manages School organizational and operational responsibilities and needs, and makes recommendations to enhance efficiency and effectiveness of administrative and non-academic support services and workflow.

Plans, directs and implements strategies for improving the short- and long-term financial condition of the School; analyzes policy decisions to determine organizational implications and prepare reports reflecting recommendations and conclusions; assists in development of long-term plans for the School.  Develops strategies to maximize revenues, minimize administrative costs, and capture University resources.  Focuses on overall fiscal responsibility with an appropriate balance between operations efficiency, supporting the School’s mission, and innovation and growth.

Ensures uniformity and consistency where possible between School centers and programs by standardizing financial and operational policies and procedures; conducts and facilitates group meetings with School center and program staff leadership on a regular basis to discuss and recommend administrative actions affecting all School personnel.

With the School’s Director of Information Technology and Facilities develop and implement a three to five year plan for School computing and facilities’ needs.

Seeks, develops and maintains liaison with University central administration and other University departments to facilitate and act on financial, administrative and personnel actions pertaining to the School; regularly troubleshoots with appropriate University departments as needed; ensures compliance with all applicable University policies and procedures.

Represents the School Dean in meetings and conferences and other affairs of an administrative nature when appropriate.

Finance/Budget: The ADFA: (40%)

Drive the overall design and strategy of the annual School budget, advising the Dean, program and center directors on effective strategies to ensure a fiscally sound budget is in line with the School’s initiatives.  Makes budget presentations to the School Dean, Provost’s Office, and others as needed; advises School center and program managers on budget and administrative issues as needed.

Lead short and long-term financial planning in the context of University plans as well as local needs.  Advise the deans on tuition, salary policy and budget provisions.  Analyze and evaluate financial implications for new programs, business plans and initiatives.

Monitors the School’s financial performance; analyzes and prepares documents and spreadsheets setting forth forecast projections, adverse trends and appropriate recommendations.

Provides grant application and management assistance to School faculty; reviews and approves all grant proposals submitted across the entire School; monitors and coordinates a review of all grant awards within the School; reviews and approves all cost sharing measures for grant proposals; creates and coordinates grant reports for faculty as needed; and meets regularly with Central Grants Management Team (CGMT) leadership to discuss grant management-related matters.

HR/Personnel: The ADFA: (25%)

Serves as Chief of Staff, leading and managing the workforce as a whole, attending to individual and unit-level personnel issues as needed to ensure smooth professional operations of the school. Chairs monthly staff meetings and oversees the planning and execution of staff retreats and generally sets the tone for the culture and morale of staff.

Oversees a range of personnel tasks, including evaluating staffing requirements for temporary, casual, and permanent roles. Collaborating with the Sanford HR Director as required for actions such as hiring staff members and setting salary rates, making necessary salary recommendations and adjustments. Additionally, responsible for vetting and approving new staff positions and reclassifications, as well as providing guidance and support to administrative personnel within the School regarding human resource matters.

Create and provide reports to deans and Provost including budget, personnel and workload data. 

Promotes and encourages support for many professional development and staff training opportunities for staff members across the School; develops and advises new initiatives related to building relationships and community within the School (for example, the School’s Internal Communications Committee); and is responsible for providing a professional environment in which to work and maintaining morale among School personnel.

Ensures that all School MOUs and contracts are properly reviewed in compliance with university rules and guidelines and assists in the negotiation of interschool and other MOUs. Reviews and assists in the drafting of regular rank faculty offer letters.  Reviews all adjunct and visiting faculty appointment letters prior to getting the School Dean’s signature.

Oversees the schools remote and hybrid working policy, working with individual managers on accountability and implementation to ensure that the policy optimizes the health of the school’s mission.

Building/ Space Utilization: The ADFA: (5%)

Works with the School Dean on recommending and implementing space utilization at the School, including developing and updating specific space allocation principles.  Oversee major facility issues for the Sanford School Building and Rubenstein Hall.  Coordinate with Sanford Facilities team in working with University Facilities unit on strategic decisions for renovations, lab upfits, and new building construction.  Develop financial plan to support the various facilities’ needs.

Chief Emergency Manager ADFA: 5%

Ensures that all staff and faculty are aware of the emergency management system of the school, manages the staff who serve in emergency management roles, distributes information to faculty and staff regarding emergencies, providing instructions as needed.

Performs other related duties incidental to the work described therein.

DEPARTMENTAL PREFERENCES

Education/Training

The ADFA must have a knowledge of accounting and business matters as well as analytical, organizational, communications and human resource skills generally acquired through a bachelor’s degree in business, accounting, or a related field.  A master’s degree in a related field is preferred.  Also necessary is a proficiency with PC spreadsheets and word processing; familiarity with University financial systems would be desirable.

Desired skills

The ADFA should be an individual with high emotional intelligence, strong working relationships, and clear communication skills. The ADFA will need to operate with utmost honesty and integrity, have experience having hard conversations, be able to analyze the school’s position and to advise to the dean. Most importantly, the ADFA must be able to work closely with all levels of staff and inspire them and earn their trust.

Experience

The ADFA should have eight years of experience in an administrative and/or business setting; a familiarity with programs and activities involved in operational budgets and organizational and business matters; and should be prepared to acquire the skills necessary to implement and coordinate such programs.

Education

Bachelor's degree required; related masters preferred.

Experience

At least eight years of progressive experience successfully managing preferred. financial functions and some combination of career services, information technology, enrollment services, development and/or marketing or communications functions. Some experience in an academic setting.

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