Position Title: Administrative Manager 

Working Title: Unit Operations Manager

The Office of the Provost, Finance & Administration is building a flexible and hybrid workplace. All team members must have access to and maintain a secure home office environment with high-speed internet service and work collaboratively with others using a variety of technologies and

tools.

 Occupational Summary

The Administrative Manager is a part of the Provost Area Management Center (PAMC) Finance and Administration office, reporting directly to the Finance Director. This role is a service-based position, and through the collaborative partnership of the Vice Provost of Arts (VPA) and Provost, this role will support the VPA's and other units' efforts as needed.    The admin manager will provide overall administrative management and coordination of a variety of business-related functions, such as finance, budget, personnel transactions, space, and facilities planning, grant administration, maintenance, and policy interpretation and dissemination for Duke Arts.  

This is a full-time, exempt, hybrid position. The candidate is expected to have some on-campus presence.

Work Performed

Financial Responsibilities (60%)

• Under the guidance of the Vice Provost of Arts, and Finance Director, the administrative manager will plan and prepare the annual departmental budget, analyzing operating needs to further the office and university goals and priorities
• The administrative manager will analyze and monitor projected revenue and expenses on both a short-and long-range basis; prepare and manage capital expense budgets as required; monitor and verify expenditures; ensure compliance with University and sponsoring agency policies and procedures; oversee preparation of financial and administrative reports;
• Prepare balance & projection reports and analyses for unit and Provost Office leadership. Prepare fall and spring variance reports for submission to the Provost’s Office.
• Provide oversight to the financial analyst in completing month-end procedures, including reconciling for all assigned BFR and reviewing accounts for overdraft status.
• Proactively responds to and resolves inquiries regarding untimely corporate card transactions, problem invoices or workflow items.
• Prepares analytical and narrative reports for endowments. Monitors spend rates to ensure timely and appropriate spending of endowed funds.

• Assist with assigning payment and processing tasks to VPA’s administrative assistant
• Create policies and procedures for the VPA to ensure efficient operations;
• Provide an understanding of  international payments

Grants Management (20%)

• Serve as point of contact with Duke’s pre- and post-award offices, the Office of Research Support (ORS) and the Office of Sponsored Programs (OSP), assisting with pre-and-post-award activities such as proposal preparation and submission, award setup and closeout and ongoing grant maintenance.
• Provide oversight to support analyst in monitoring and reviewing grant expenses to ensure that costs are charged accurately, timely, and in accordance with sponsor guidelines and the stated aims of the grant.
• Ensure that grants are set up, managed, and closed out correctly and timely; generate both interim and final financial reporting. Work with leadership to pull together any required programmatic reporting.
• Manage and track grant deadlines to ensure on time delivery of reports, no cost extensions, effort reporting, and other deliverables both to internal and external offices.

Human Resources and Payroll (15%)

• On behalf of VPA leadership, coordinate personnel-related transactions such as opening requisitions, submitting position reclassifications, processing and advising staff on personal data, salary and cost distribution changes, reviewing non-compensation forms, and liaising with Corporate Payroll to resolve any payment problems.
• Work with Provost Office Human Resources to facilitate the annual performance evaluation and salary setting process.
• Create and maintain electronic personnel files for employees, ensuring confidentiality and compliance with relevant policies; coordinate recordkeeping and submission of requests and respond to annual institutional requests related to accrued time off and prompt supervisors as needed.
• Manage annual PEP process to provide directions to managers and ensure documentation on file.
• Process and provide advice on appointment renewals, terminations and leaves of absences.
• Responsible the compensatory and non-compensatory payroll for student hires.
• Ensure biweekly timecards are approved ahead of established deadlines.
• Serve as a resource to administrative assistant for onboarding activities

Other (5%)

• Perform other related duties incidental to the work herein described.

Education/Training

Work requires a general business background generally equivalent to a Bachelor's degree program.

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.

A master's degree in a business related field may be substituted for 2 years experience.

    Skills:

• Excellent communication skills both oral and written.

• Demonstrated interpersonal and diplomatic skills with the ability to effectively work with diverse groups including senior faculty and administrative leaders on institutional policies and procedures.
• Strong organizational, management, and administrative skills with an attention to detail
• Strong proficiency with Microsoft tools and other integrated systems such as Advanced Excel, SAP, and Budget Planning System 
• Flexibility and ability to work on multiple initiatives simultaneously