Senior Business Manager

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 of business functions within the Department of Physics. Areas of responsibility include finance and budgets, personnel, space and facilities, information technology support, and academic support services. Provide input to the Chair and leadership team on routine administrative and operational matters. Ensure departmental resources are aligned with institutional goals and compliance requirements.

Work Performed

Personnel & HR Administration

• Manage day‑to‑day HR and personnel functions, including recruitment, onboarding, performance evaluation, employee relations, and professional development for administrative and support staff.
• Supervise staff supporting key academic roles (Director of Undergraduate Studies, Director of Graduate Studies, Associate Chair for Teaching) and faculty.
• Serve as departmental payroll representative and primary liaison with Visa Services, Trinity HR and central HR; implement personnel activities consistent with University policies on equity, training, compensation, employment terms, and compliance.
• Oversee staff supporting visa services, student services, instrumentation, and research support areas; evaluate, develop, and implement administrative procedures, leveraging information technologies to improve efficiency and service quality.

Financial & Budget Administration

• Develop and oversee the departmental operating budget (approximately $30M annually); prepare forecasts, reconcile expenditures, and ensure compliance with University fiscal policies.
• Prepare, interpret, and present financial and operational reports/analyses to support decision‑making and resource allocation.
• Coordinate purchasing and cost controls; evaluate unbudgeted or inappropriate actions/requests and recommend resolutions to department leadership.
• Coordinate implementation and monitoring of financial terms in faculty/facility MOUs and related agreements to ensure timely completion of commitments.

Facilities, Space, Labs/IT & Operations

• Serve as departmental liaison with Trinity College Facilities and the Facilities Maintenance Department.
• Oversee management of departmental spaces in the Physics Building, French Family Science Center, Triangle University Nuclear Laboratory (TUNL), and Duke Free Electron Laser Laboratory (FEL); coordinate renovations, maintenance, equipment repair, furniture purchases, and office/lab set‑ups in collaboration with campus partners.
• Maintain accurate space reporting in WEBCENTRAL, the University’s official space database; manage the facilities budget.
• Provide administrative and financial oversight for Physics Teaching Laboratories, the Instrument Shop (including the Student Instrument Shop), and departmental information technology services; collaborate with unit managers to address operational or financial challenges and implement solutions.

Administrative Reporting & Compliance

• Prepare financial and operational summaries highlighting progress, adverse trends, and recommendations for departmental leadership.
• Interpret and apply University policies; ensure clear communication and consistency in administrative practices.
• Represent the department in administrative meetings and with campus partners/external organizations as needed.

Departmental Communications & Support

• Oversee administrative content on the department website and directory; coordinate departmental mailing lists, outreach materials, and social media related to administrative and student‑recruitment needs.
• Liaise with Desktop Support and Research Computing Support to ensure appropriate technology resources for instructional and administrative needs.
• Coordinate planning and logistics for departmental events and visits; engage with the Duke Engagement & Alumni Development Office to promote alumni relations.

Other Duties as Assigned

• Perform additional administrative responsibilities and tasks in support of departmental and institutional priorities.

Anticipated Pay Range:

• Duke University provides an annual base salary range for this position of USD $18.00 to USD $26.62. Duke University considers factors such as (but not limited to) the scope and responsibilities of the position; the 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 paycheck. Duke offers 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 provisions for requests for reasonable accommodation will be provided by each hiring department.

Required Qualifications

• Education: Bachelor’s degree in Business Administration, Accounting, Hospital Administration, or a closely related field.
• Experience: Minimum eight years of progressively responsible administrative management experience, including budgeting, personnel supervision, and space/facilities management. A Master’s degree in a related field may substitute for two years of required experience.
• OR an equivalent combination of relevant education and/or experience.

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.