Departmental Business Manager II

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.

Occupational Summary

Provide overall administrative management and coordination for three complex well-being units in the Division of Student Affairs:  Counseling & Psychological Services, Student Health, and Student Insurance.  The incumbent will engage in of a variety of business-related functions such as financial analysis, statistical reporting, cost analysis, clinical reporting, inventory management, insurance provider relationships, clinical contract oversight, budget/forecast planning, comprehensive clinical revenue forecast, oversight of business-critical applications and systems that are essential to the daily functionality of services, and administrative personnel.

This position reports to the Assistant Vice President for Student Well-being (AVPSW) and works in close alignment with Student Affairs Finance and Administration to meet financial and operational objectives of the Division of Student Affairs. This partnership is essential in achieving financial and operational objectives for the Student Well-being departments and the Division of Student Affairs as a whole.

Work Performed

Financial Management - 50%

• Oversee all financial operations for the three business units in the AVPSW portfolio, including monitoring and verification of expenditures, purchasing, etc.
• Oversee core financial reporting and analysis functions in collaboration with Student Affairs Finance & Administration, ensuring timely and accurate information for the annual budget, periodic reports, forecast, variance analysis, audits and ad hoc financial requests.
• Analyze business processes and collaborate with the AVPSW and business unit leadership to institute improvements as needed, including requirements for staff training.
• Oversee monthly financial statements to assure proper charging of operating revenues and expenditures in accordance with departmental procedures.
• Task and direct administrative staff with essential financial processes, including purchase orders, journal vouchers, cash receipts, procurement, expense reports, travel reimbursements, etc. and other Duke approved financial processes.
• Work directly with business unit and Student Affairs Finance and Administration as necessary to assist in preparing the annual budget, forecast and quarterly projections.
• Establish cycle of regular internal financial reports and ensure that reporting is effectively and efficiently communicated to operational leadership and other key stakeholders in Student Affairs.
• Ensure process efficiency, quality control, and compliance with Student Affairs and University policies and procedures.
• Maintain relationships with key partners within the health system to ensure business units are up to date with health system billing, coding, revenue management, and collections processes and assist business unit leadership with identifying opportunities for continuous improvement.
• Coordinate with Finance and Administration and the AVPSW and provide support for ongoing projects and initiatives, including space planning, capital projects and major FF&E purchases
• Serve as a key member of the student health insurance management and operations teams and participate in a range of operational processes and conduct analysis as required to support this critical program.
• Assist with the operational implementation, management, and analysis of departmental memorandums of understanding (MOUs) and contracts with internal and external partners and vendors. 

Analysis & Reporting – 40%

• Provide regular reporting and written interpretation of data including financial and operational performance of business units, utilization and productivity, revenue capture, insurance enrollment and claims data, standard healthcare quality, diagnostic, and performance metrics, etc. and recommend corrective actions based on analysis.
• Benchmark unit performance against key internal and external metrics to optimize performance..
• Lead assessment activities in collaboration with business unit leadership and the Student Affairs Office of Assessment. This includes financial and operational metrics as well as assessment measures connected to student well-being and health strategy.
• Oversee the patient and client satisfaction processes and analysis.
• Regularly assess expenditures within the three business units, including clinical inventory spend, utilization, and waste, to identify opportunities for improvement
• Support the analysis needs of the business units, including accreditation needs, special projects, emergency response planning, and a wide range of other analytic support requests.
• Maintain a strong working knowledge of back office systems such as API, Concur, Buy@Duke, SAP/R3 and the SPB budgeting tool, and Epic and Maestro Care reporting and serve as the in-house expert on these systems to support business unit leadership as needed.
• Maintain a high standard of confidentiality and discretion with respect with clinic and financial operations.

Other 10%

• Interpret departmental policies and procedures, making decisions on specific business-related operating challenges and issuing guidance in accordance with departmental precedents and policies.
• Maintain liaison with all levels of administration, clinical staff and other organizations to coordinate well-being unit business, accomplish goals, and facilitate the resolution of problems.
• Serve on various committees and workgroups to represent the well-being units, including student insurance workgroups, MOU performance workgroups, procurement selection teams, etc.
• Attend relevant meetings with campus business managers, financial liaisons, and other meetings as directed by leadership.
• Assist with essential functions including, but not limited to, strategic planning processes, staff development planning and resource procurement, communication strategies and distribution, and annual reports.
• Perform other related duties incidental to the work described herein.

Preferred Qualifications

Five years related business/financial or administrative experience

Anticipated Pay Rate

Duke University provides an annual base salary range for this position as USD $58,656 to USD $85,000.  Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your pay check.  Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

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/Training

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

Experience

Work requires 3 years related business/financial or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions in either a university health care setting or a university finance capacity.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Preferred Skills

• SAP R/3, fund accounting, and Concur expense reporting experience
• Previous supervisory/management experience
• Strong preference for candidate with previous experience working in medical office or similar environment
• Strong Microsoft Office skills such as Excel, Word, PowerPoint, and database skills.
• Willingness to become certified in Duke’s financial processes and systems

• Superior knowledge and experience in fund accounting, finance and general accounting principles.
• Ability to work independently and as a member of a team, with a commitment to collaboration

Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe 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.