ADMINISTRATIVE MANAGER - Cell Biology
Duke University

Durham, North Carolina


School of Medicine:

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

OCCUPATIONAL SUMMARY

This position will assist the Business Manager in overseeing fiscal management, reporting coordination, administrative policies, compliance, and the sponsored research administrative team in the Department of Cell Biology. The Analyst will coordinate the preparation of operational and capital budgets, financial statement s, statistical reports, cost analyses and other financial information; review and analyze the Department of Cell Biology budget requests and advise departmental leadership regarding changes in budgets.  Th is individual will be accountable for performing financial functions in accordance with all institutional standards for departmental and research fund management. This position is also responsible for assisting faculty and staff in the Department of Cell Biology with the financial oversight of sponsored research projects. 

Duties and Responsibilities:

Monitor budget expenditures and prepare weekly, monthly, and annual financial reports for department leadership, using budget versus actual analysis reporting to determine proper charging of expenditures in accordance with approved plans and annual budget. Provide interpretations of variance analysis statement results; monitor and report on financial performance of individual projects and programs; recommend corrective actions based on analysis to leadership, identifying adverse trends with appropriate recommendations or conclusions.

Prepare and coordinate distribution of various financial reports and analyses for leadership, institutional and external agencies to include financial analysis of operations.  Assist in complex financial issues and transactions related to academic and research activities to ensure alignment with department priorities.  Assis tin the fore ca sting of expenses on monthly, quarterly and annual basis.
Maintain liaison with central and business unit financial managers and administrative staff in the preparation and analysis of financial reports, to provide information and to resolve problems concerning variances from approved budget. Manage the approval process for expenses, throughout the review of procurement and accounts payable processes, to ensure accurate, timely payments and all necessary individuals are advised and all impacts considered.  Manage revenue and fund receipts in according the Duke General Accounting Procedures.

Perform month-end closing procedures by creating journal entries, developing schedules, and tracking distribution of revenue.  Review and approve journal entries, expense reimbursement reports, AP Check Requests, Closeout Task lists, B@D Shopping Carts, etc.  Validate monthly deposit log.

Manage Zebrafish Facility shared resource with Manager Jim Burri s, including calculation of annual service rates according to SoM Cores Services. Monitor month-end billings in Core Research. Create Profit and Loss statements, assess need for subvention and prepare requests.

Work independently and effectively in an analyst role; have good organizational skills with sharp attention to details; capable of creating a structured work plan. Maintain frequent contact with faculty to update and assist in financial management of research portfolios.

Assist Principal Investigators (PIs), administrators, and/or sponsors during post-award management of sponsored research projects.  Ensure compliance with sponsor funding requirements, authorize pre-award and spending for projects, prepare and submit sponsor financial reports.

Demonstrate capability to interact with departmental faculty and staff as well as central institutional offices personnel on a regular basis.

Assist in formulating and refining short and long-term financial goals for each research program through consultation with faculty and research administrative staff.

Review work of administrative staff to ensure compliance with departmental, institutional and sponsor policies and procedures. Provide guidance to faculty and personnel regarding financial compliance. Coordinate periodic training focused on financial issues.

Serve as department representative at financial and business meetings and committees.  Perform other related duties incidental to the work described herein

Required Qualifications:

Education

Work requires a Bachelor's degree in Accounting, Finance, Economics, Business Administration or a relate d field. CPA is desirable.

Experience

Work requires four years experience in financial management, cost accounting or a field directly related to specialized area of assignment.

OR AN EQUIVALENT COMBINATION OFRELEVANT EDUCATION AND/OR EXPERIENCE

25% - Prepare routine (monthly, quarterly, annual) financials, account reconciliations, cost reports and other accounting statements and analyses; provide interpretations of results and recommendations as appropriate in accordance with departmental and SOM procedure s. Analyze operational budgets, financial statements, statistical reports, cost analyses and other financial information.

20% - Manage accounting period close of department and discretionary codes, monitoring for overdrafts. Recommend corrective actions to improve metrics and FAM as needed. Review/prepare accounting entries and request funds transfers from inter-department and inter-school sources. Recommend ongoing improvements to departmental financial reporting and conduct internal audits of financial records.

25% - Provide oversight and guidance to HR and research administration team, including review of projections and analysis of portfolio management. Recommend various personnel actions including, but not limited to, hiring, performance appraisal, promotions, transfers and vacation schedules. Ensure training and certifications are current at all times and recommend training programs.  Provide daily supervision of human resource activities, including Visa actions.

10% - Assist Business Manager with preparation of annual budget, periodic budget updates and other SOM reports. Manage faculty and department commitment packages. Review deposits and manage department check handling. Coordinate audit type requests and responses with the Business Manager.

10% - Manage Zebrafish Facility shared resource and related funding including calculation of annual service rates. Provide oversight of month-end billings and review staffing approvals. Create Profit and Loss statements and advise as needed. Work with resource manager and direct to assess needs for subvention and coordinate with core services.

10%- Perform a variety of accounting tasks and provide backup to business manager for FAM activities, including iForms approver, visa services, B@D carts, reimbursement reports, transfers, budget and general ledger transactions, PCard requests, cost object/WBSE requests, rebudgets, closeout task lists, equipment approvals, space management, etc.  Serve as department representative and provide support for special projects. Perform other related duties incidental to the work described herein.

Minimum Qualifications

Education

Work requires a general business background generally equivalent to a bachelor's degree in a business related field.

Experience

Work requires 4 years related business or administrative experience to EXPERIENCE OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR functions. acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative A master's degree in a business related field may be substituted for 2 years experience.

Required Qualifications at this LevelEducation/Training

Work requires a general business back ground generally equivalent to a bachelor's degree in a business related field.

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.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills

N/A

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.


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