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.
Reporting to the Associate Director of Finance and Operations for the Office of Undergraduate Education (also referred to as "the Hub") this Financial Analyst II position is the business manager for an assigned portfolio of Office of Undergraduate Education (OUE) programs/offices-including but not limited to DukeEngage (DE), the Academic Guides program, the Testing Center, and Office of Undergraduate Education (OUE) Research-- managing finances and administrative tasks, policies, and procedures. This position also provides project management for the Hub and other OUE units as needed.
The successful candidate will be a friendly, team-oriented individual with experience in higher education business management and finance--someone who is organized and detail- oriented, who is able to manage multiple priorities, and who can communicate effectively with
faculty/staff in a high-functioning environment.The OUE's Office of Finance and Operations is committed to creating an accessible, supportive environment that recognizes diversity and cultural competence as integral components of academic and organizational excellence. Candidates who can contribute to that
goal are encouraged to apply and to identify their strengths in this area.Diversity, Equity and Inclusion are core values of our office. We believe that the educational environment is enhanced when diverse groups of people with diverse ideas come together to learn from and support each other. Applicants who have experience working directly with and elevating ideas of people from diverse racial, ethnic, and socioeconomic backgrounds are encouraged to apply.
Work Performed FINANCIAL MANAGEMENT FOR ASSIGNED PORTFOLIO (45%)
- Monitor, verify, analyze, and reconcile expenditures of budgeted funds as appropriate. Regularly assess potential problems or concerns and communicate these to Hub director/associate director.
- Develop, code, and upload budgets for assigned portfolio with detailed notes; prepare, maintain, and oversee office operations budget; draft budget narrative.
- Prepare fall and spring variance reports.
- Prepare and compile reports and analyses setting forth progress, adverse trends and appropriate recommendations or conclusions (including yearly end-of-program expenditure spreadsheet and IRS 990 form analysis).
- Monitor fund code balances for accuracy, ensuring no fund codes carry negative balances. Enact budget and account adjustments as requested and as necessary to avoid overdrafts and unexpected variances. Use endowment income and expendable income funds according to donor requests.
- Perform year end reconciliation process each July. Determine how all programs performed relative to budget.
- Approve all expenditures made against fund codes for assigned portfolio. Manage simple, complex, and/or varied disbursements, including travel reimbursements, miscellaneous
reimbursements, AP check requests, wire transfers, purchase orders, compensatory and noncompensatory payroll, transfers to other units, etc.
- Oversee monthly reconciliation of expenditures across all programs and operating codes and maintain all financial records.
- Field queries from faculty and staff regarding financial policies and procedures.
- Oversee yearly updates to Box for program finances, including making necessary infrastructure changes and providing access and materials to field and home office staff.
- Serve as departmental liaison with administrative and professional personnel (both corporate and programmatic) concerning University policies and procedures; and serve as main contact for assigned portfolio to OIT, SISS office, Registrar's office, Financial Aid, Bursar's office, and other University departments.
- Provide oversight as needed, reviewing completed work for adherence to instructions and accuracy.
- Document internal policies and procedures. Interpret policies and procedures.
FINANCIAL MANAGEMENT SPECIFIC TO DUKE ENGAGE (15%)
- Manage development of program budgets for 20+ international and domestic summer programs: meet with faculty Program Directors and DE programming staff to develop and/or refine program budgets; develop, coach, and advise new Program Directors on budgeting process and budget allocations; audit completed budgets for accuracy and reasonable expenditures; make recommendations on program costs to leadership.
- Serve as subject area expert in University procedures and best-practices for international financial transactions; troubleshoot unique payment issues in various foreign countries and currencies.
- Collaborate with Treasury, Risk Management, Controller's office, and leadership in Disbursements to troubleshoot and develop best practices for international and domestic transactions and operations.
- Create, manage, maintain, and administer all-program budget spreadsheet, including creating Excel pivot reports as needed for Director and other Duke departments (e.g., ET&R for travel advances).
- Support summer staff: make financial presentations to and serve as resource for summer staff regarding financial issues; ensure summer staff have cash and credit as needed; ensure summer staff compensation is processed correctly and on time.
- Provide training and guidance to students regarding management of stipend funds and related financial issues.
- Prepare courtesy letters using per-student expenses to determine amount spent by DukeEngage for each student.
- Manage noncomp process for 200+ annual student payments as well as noncompensatory payment courtesy letters for tax filing purposes.
- Generate and maintain DE summer staff hiring and compensation spreadsheet; partner with third party staffing agency for multi-state hires as needed; ensure summer staff hiring and compensation is processed correctly through payroll and on time per University guidelines.
- Perform HR and Payroll functions related to permanent and temporary hires, including student employees for assigned portfolio.
Ensure proper intake and processing of HR and payroll forms; advise hiring managers, staff, and students regarding HR/payroll issues.
PROJECT MANAGEMENT (5%)
Oversee projects for Hub and OUE units. For each project, determine scope, establish timeline, secure needed resources, and ensure deliverables are completed before final deadline.
- Provide training, support, and backup for other departmental employees as needed.
- Perform other related duties as directed by leadership.
- 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. Desired Skills: Excel, SAP and grants management experience helpful. 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.
Work requires a bachelor's degree in Accounting, Economics or a related field.
Work generally requires three years of experience in managerial accounting to include one year as a Financial Analyst I or equivalent. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.
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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