Durham Assistant Director of Business & Finance, Nicholas School

Making sure you fit the guidelines as an applicant for this role is essential, please read the below carefully.

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.

Job Title : Asst Dir, Business & Finance

Job Level : 15

The Durham Assistant Director of Business & Finance provides leadership, guidance, coordination, and fiscal support for the Nicholas School of the Environment (NSOE).

Reporting to the Associate Dean for Finance & Administration at the NSOE, this position serves as an audit & compliance expert within the NSOE Business Office for operations on campus in Durham, North Carolina.

Provides administrative management, day-to-day operations, coordination of finance, budget, personnel, IT, space / facilities planning, academic support, and policy interpretation in coordination with the Nicholas School’s Business Office.

In addition, the incumbent will be responsible for maintaining a system of sound internal controls in accordance with University, regulatory, and GAAP guidelines.

This position will be located on the Durham campus and can be hybrid or entirely onsite.

Business Administration (50%)

• Plan annual operational budget by analyzing trends and future needs as directed by the Associate Dean for Finance and Administration :
• Assist the Associate Dean of Finance, Director / Chair of the Divisions, faculty, staff, and students to gain an understanding of the budgetary needs of assigned division(s).
• Confer with administration and faculty to analyze and recommend financial implications related to priorities and goals for future program needs.
• Ensure proper entry of budget transactions into the university budgeting system.
• Prepare in-depth analyses of operating fund codes.
• Oversee FAM validation and overdraft management process including Duke’s international / domestic finances to ensure cost compliance and Duke's policies and procedures.
• Reconcile core operating funds monthly and lead month-end close procedures.
• Prepare monthly, quarterly, variance / projections, and year-end income statements by consolidating accounting data and providing a written interpretation of results;

monitor and report on the financial performance of individual units and the division as a whole; recommend corrective actions based on analysis.

Provide stakeholders with SAP R / 3 and Excel-based financial reports for planning purposes.

• Coordinate the preparation of monthly reconciliations of unrestricted operating codes.
• Prepare fall and spring projections and lead year-end closing activities for assigned divisions.
• Communicate with unit managers to coordinate current year, encumbrances, and projected out year spending.
• Monitor operating codes on an ongoing basis in accordance with University and NSOE requirements.
• Prepare financial statements reflecting the status of programs and activities.
• Prepare monthly overdraft reports, evaluate problems, and propose solutions.
• Ensure compliance with University fiscal policies and business procedures.
• Coordinate & prepare budget to actual evaluations for faculty for courses and special course trips.

Operational Administration (45%)

• Supervise Business Office Staff
• Ensure the training of staff in business office procedures
• Guide and assist faculty with business office procedures as needed
• Work in collaboration with the Duke University Marine Lab Business Manager to maintain consistent fiscal operations and controls in compliance with University and School guidelines
• Oversee all purchasing activities including expense management, invoice payments, purchase requisitions, and other administrative and accounting processes, including the review and approval of corporate card expenses, and reconciliation of expenses on all division codes as assigned.
• Issue and monitor all procurement cards for eligible faculty and staff.
• Oversee accounts payable, check requests, non-salary cost transfers, and journal vouchers
• Ensure all monthly reconciliations prepared by Business Office staff are reviewed
• Ensure accurate accounting and reporting.
• Resolution of problems and issues arising from unusual circumstances.
• Ensure the review and approval of journal vouchers prepared by Business Office staff.
• Consult with the Associate Dean to ensure the review and approval of capital purchases in SAP.
• Assign new faculty and fund codes to staff as needed.
• Request fund codes as needed
• Work with staff and the CGMT to resolve any financial conflicts or problems that may arise.
• Training
• Work with staff to schedule and arrange training as needed which includes :
• System Updates
• Professional Development
• Concur
• Buy@Duke
• Contract Administration
• Coordinate the review, approval, and maintenance of outside contracts in concert with the Associate Dean for Finance
• Supervise Corporate Card / Concur / Works Administration
• Ensure the review and approval of new Corporate Card assignments.
• Supervise the monitoring of usage of all divisional charges.
• Ensure back-up support for Concur administrators.
• Committees
• Contribute to and participate in committee work as assigned on Durham campus

Other Duties & Projects related to Nicholas School Financial Administration as assigned (5%)

Perform other related duties incidental to the work described herein. The above statements describe the general nature and level of work being performed by individuals assigned to this classification.

This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Education / Training

Work requires knowledge of accounting and business matters as well as analytical, organizational and communications skills generally acquired through a bachelor's degree in business, accounting, or a related field.

Experience

Work generally requires five years of related experience to become knowledgeable of accepted accounting practices involved in managing and processing accurate and timely financial transactions and ensuring compliance with federal and state regulations or an equivalent combination of education and relevant experience.

Skills

• Effective written and verbal communication
• Strong leadership skills
• Strong interpersonal skills
• Strong understanding of financial processes and internal controls
• Strong organizational, analytical, and time management skills
• Extensive ability to be collegial and collaborate / partner across units
• Ability to manage staff in a respectful and professional manner
• Strategic thinker with attention to detail and planning
• Be able to problem solve to achieve results in a complex organization
• Ability to multi-task and manage multiple processes simultaneously in a fast-paced environment
• Willingness to train others and to serve as a resource to units
• Knowledge of university accounting methods, forms, systems, policies and procedures
• Ability to perform job functions in an autonomous environment with minimal supervision

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position.

Employees may be directed to perform job-related tasks other than those specifically presented in this description.

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.

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