ADMINISTRATIVE DIRECTOR

POSITION SUMMARY

This Administrative Director uses the working title of Chief Administrative Officer, or CAO. The CAO is responsible for managing and coordinating the business and administrative functions for two distinct departments: Biochemistry and Cell Biology. The position works closely with the Chair of each department to assist in establishing short-term and long-range business goals, in support of their academic and research missions. The CAO will be responsible for planning methods to meet goals in a timely and effective manner. The position reports to the respective department Chair with a dotted line to the School of Medicine Dean’s Office.

The CAO manages the day-to-day operations of each unit; resolves problems in accordance with University and Medical Center policies; leads business objectives; and monitors and manages departmental budgets, human resources and facilities efficiently and effectively. The position advises and assists the Biochemistry Chair and Cell Biology Chair in meeting business goals in the current research and educational environments, planning and implementing changes as necessary to achieve goals and objectives for each of their departments.

The CAO works closely with each department’s Chair, Director for Graduate Studies (DGS), faculty, postdoctoral research associates, graduate and undergraduate students and staff to establish goals, develop appropriate structures to meet School of Medicine and University expectations, monitors progress and addresses variances.

The position is accountable for the following responsibilities outlined below as well as additional and ad hoc projects and duties assigned by each Chair, the School of Medicine and University.

Position works on-site.

RESPONSIBILITIES

The CAO responsibilities include but are not limited to the following:

Scope:

• Budget and Financial Management Responsibilities of $30.5M

(Biochemistry- $12.7M, including $5.5M of direct sponsored funding; Cell Biology- $17.8M, including $10.7M of direct sponsored funding)

• Human Capital/Population served includes approximately 200 faculty, staff and post docs

and 140 graduate students

(Biochemistry-24 faculty, 38 staff and post docs and 47 graduate students; Cell Biology- 26 faculty, 110 staff and post docs and 95 graduate students)

Budgeting Responsibilities:

• Plan departmental 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 departmental chair, administration, and faculty to analyze and recommend priorities and goals for future department needs. Determine fiscal requirements, make projections and prepare overall departmental budgets; prepare financial statements reflecting status of programs and activities; ensure compliance with University policies and procedures.   
• Provide oversight of budget updates, including research projections and individual faculty portfolios. Analyze for spending trends, alert faculty of variances and recommend changes.
• Provide oversight of the graduate school budget and reconciliation of expenditures for tuition and fees. Ensure graduate students are paid with guidelines (comp and non-comp).
• Manage the operations of the Department within the existing budget and identify opportunities for

operational savings.

Financial Management Responsibilities:

• Coordinate the compilation and preparation of operational and financial reports and analyses setting forth progress, adverse trends and appropriate recommendations.      
• Liaise with central grant administration support services to manage, report and monitor faculty members’ funding portfolios.
• Provide assessment of financial strengths and weaknesses in the department and monitor on an ongoing basis.
• Update the Chair on financial assessment along with other potential problems/concerns for department, such as funding, space, and human resources as appropriate.
• Monitor the financial performance of faculty members and programs in the department and ensure operating efficiency to maximize the utilization of resources.
• Interface with other departments, schools, hospital, V.A., labs, etc. to ensure smooth functioning and financial stability of shared or cooperative activities.
• Review all codes for overdrafts. When variances exist, identify measures being taken to clear an overdraft before it becomes a write-off.

Human Resources Responsibilities:

• Manage and/or conduct the processes necessary to hire, onboard, evaluate and terminate all types of employees, i.e., biweekly, monthly, casual labor, students, and postdoctoral research associates. Establish internal practices and procedures, including evaluating equity issues, out-of-cycle rate increases and promotion requests.
• Work with faculty and employees when new positions are needed and when reductions in workforce are necessary due to availability of external funding. Ensure offer letters include language specific to the research environment. Ensure that faculty and managers are kept informed of their supervisory responsibilities and are provided with the resources necessary to carry these out effectively.
• Ensure appropriate HR policies and procedures are communicated and followed within the department. Provide guidance in resolving issues between employees and supervisors, including when central offices need to be involved/informed.
• Work with the HR Service Center and Visa Office to ensure compliance with HR and payroll policies  and processing of HR and payroll transactions
• Gain a keen understanding of the University’s tenure and academic promotion process and work closely with the faculty as they progress through the process as well as with members of the Departmental ad hoc APT committee and the Chair of the Department.
• Coordinate visa services for international scholars and employees. Advise faculty of current visa guidance, assist in determining visa category and offer arrangements, evaluate external funding, ensure appropriate forms are completed and processed timely. Work with the HR Service Center and Visa Office to ensure compliance and maintain active status
• Review and approve time cards and pay documents for accuracy and appropriateness. Advise on vacation policies, sick/FMLS/EOHW requirements and terminations/resignations payouts.
• Be an active participant in furthering equity, diversity and inclusion efforts for each department.

Operational Management Responsibilities:

• Maintain interface with departmental personnel to coordinate operational activities to ensure adequate manning, space and facilities; direct the planning and coordination of purchasing, maintenance, construction and renovation activities for the department; administer a program of property management and accountability. Act as a liaison with all levels of administration, faculty and outside organizations to coordinate departmental business, accomplish directives and facilitate the resolution of problems.  
• Provide administration direction and coordination of core facilities, shared resources, including finances, personnel, etc.
• Provide administrative direction and coordination in the formulation, interpretation and administration of current and long-range policies, procedures and programs.  
• Coordinate with staff other departmental activities including but not limited to student recruiting, departmental retreat, holiday party, department hosted conferences and symposiums, and interdepartmental gatherings. 
•  Serve in a leadership role in the development and management of the Department. Serve as representative for institutional committees. Participate and contribute to developing/revising new policies, procedures and best practices. 
• Supervise and coordinate work of designated employees, which typically includes departmental staff supporting business functions and may include divisional business management employees;
• Represent Department Chairs in meetings and conferences and other affairs of an administrative nature.  

CANDIDATE QUALIFICATIONS

Work requires a Bachelor's degree in Business Administration, Hospital administration, Accounting or a closely related field.

Preferred:

• An undergraduate degree in business administration or finance is required and a graduate degree is strongly preferred.

Experience

Work requires a minimum of nine years progressively responsible OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE in administrative management, to include proficiency in budgeting, grants and contracts, personnel supervision and space and facilities management. A Master's degree in Business Administration, Hospital Administration, Accounting or a closely related field may substitute for two years of required experience.

Preferred:

• The successful candidate will possess solid experience in managing the operations of an academic department, in the basic sciences.

• Knowledge and experience in financial management systems, operational budgets and financial reporting is preferred.

• Experience with grants and contracts and knowledge of federal and other regulatory compliance issues is strongly preferred.

• Experience supervising and managing staff in a respectful and professional manner.

Personal Characteristics

The CAO must possess outstanding interpersonal and communication skills to gain the confidence, trust, and respect of departmental leadership and other executives across the institution. The ability to listen, maintain impartiality and focus on issues is key. Of utmost importance is a person of principles, integrity, and strong convictions. This person must possess strong and obvious leadership skills based on confidence and competence, and the ability to create a positive work environment. Also, this person must exhibit tact, diplomacy and a strong degree of social savvy to work effectively with courtesy and without abrasiveness with a wide variety of faculty and administrative staff.

The CAO  must possess strong conceptual and analytical skills with the ability to identify issues and opportunities and be able to solve problems and implement new ideas. The person must be a self-starter and possess drive and persistence, as well as a high energy level and maturity.

While this person must be flexible, resilient and accommodating, this position must help the Chairs make important decisions. This individual must have strong people skills and be recognized as fair dealing with interest in motivating, mentoring and providing opportunities to talented staff. The ability to create a positive environment where staff are valued and respected for their contributions is critical.

 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 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.

Minimum Qualifications

Education

Work requires a Bachelor's degree in Business Administration, Hospital Administration, Accounting or a closely related field.

Experience

Work requires a minimum of nine years progressively responsible OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE experience in administrative management, to include proficiency in budgeting, grants and contracts, personnel supervision and space and facilities management. A Master's degree in Business Administration, Hospital Administration, Accounting or a closely related field may substitute for two years of required 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.