The Duke University Marine Lab (DUML), located in Beuafort, NC seeks applications for the position of Business Manager, III. This position will provide leadership, guidance, coordination and overall fiscal and accounting support for the Marine Lab, as part of the Nicholas School of the Environment's (NSOE) business office.
Serve as the audit & compliance expert for the DUML. Provide overall administrative management and coordination of finance, budget, personnel, space and facilities planning, post-award grant administration, academic support and policy interpretation in coordination with the Nicholas School’s Business Office. Supervise Marine Lab fiscal staff and jointly supervise grant manager with the lead grant manager on the Durham Campus. Maintain system of sound internal controls in accordance with University, regulatory and GAAP guidelines.
This position reports to the Nicholas School’s Assistant Dean for Strategic Analysis and Reporting and works closely and in service to the Director & Associate Director of the Duke Marine Lab. He/she serves as a team leader and in conjunction with the assistant dean develops a strong team of financial and grant experts available to serve both Nicholas School’s Beaufort and Durham campuses. He/she also works closely with Duke’s Campus Services staff to provide comprehensive effective financial leadership for the Beaufort campus. He/She must be willing to travel to Durham, NC campus as needed for training and meetings. Commitment to diversity and inclusion and ability to create a welcoming engaging environment for people of all backgrounds.
Plan annual operational and capital budget by analyzing trends and future needs
Assist the Assistant Dean of Strategic Analysis & Reporting, Director/Chair of the Divisions, Campus Services colleagues, faculty, staff and students to gain an understanding of the budgetary needs of the DUML;
Confer with administration and faculty to analyze and recommend priorities and goals for future program needs.
Assist with capital budget items
Ensure proper entry of budget transactions into the university budgeting system.
Prepare in-depth analyses of various types of funds;
Assist the Assistant Dean of Strategic Analysis & Reporting and Campus Services colleagues to estimate enrollment & participate in enrollment planning activities for DUML;
Assist with coordination of all budget lines at DUML, including the academic and campus services budgets
Coordinate with and help Assistant Dean to prepare fall and spring projections
Coordinate the preparation of monthly reconciliations of unrestricted operating codes;
Ensure the monitoring operating codes on an ongoing basis;
Ensure the monitoring endowment codes to ensure compliance with indenture agreements;
Prepare financial statements reflecting status of programs and activities;
Prepare monthly DUML overdraft report, evaluate problems and find solutions;
Ensure compliance with University policies and procedures;
Prepare budget to actual evaluations for faculty for courses and special course trips.
Supervise, advise and coordinate work of designated staff
DUML Business Office staff as needed in coordination with the Assistant Dean and grants manager lead;
Ensure the training of staff, in business office procedures.
Assist with the supervision of sponsored research staff;
In coordination with the Nicholas HR Manager, assist with managing personnel activities to meet University and NSOE objectives and compliance at the DUML in hiring, training, equal employment and pay, wage and salary administration; and other related personnel actions.
In coordination with the Nicholas HR Manager, consult and advise on employment terms and appointment procedures for DUML faculty and research staff as needed;
Guide and assist faculty with business office procedures as needed.
Prepare and review personnel related items as needed in consultation with HR manager
Calculate and monitor faculty salary distributions;
Review and approve faculty supplemental pay;
Review the financial implications of new positions, hires, transfers, reclassifications and terminations in accordance with University and School policies and procedures;
Provide back-up support for personnel function in consultation with HR Manager;
Work closely with HR manager and Asst Dean to provide counseling and problem resolution for all divisional business staff.
In consultation with the Nicholas HR manager, ensure the performance evaluation, salary setting and other HR processes are managed efficiently in the Marine Lab
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 approve journal vouchers prepared by Business Office staff.
Consult with Asst Dean to ensure the review and approval of DUML capital purchases in SAP.
Work with staff to schedule and arrange training which includes:
RCC – sponsored project training
Works administration for corporate credit cards
L&OD – developmental training
Coordinate the review, approval and maintenance of outside contracts with Asst. Dean
Supervise P-card/Works Administration
Ensure the review and approval of new p-card assignments;
Supervise the monitoring of usage of all divisional p-card charges;
Ensure back-up support for Works administrators.
Contribute to and participate in committee work as assigned in both Marine Lab and Durham campus
Grant and Contract Administration:
Monitor assigned sponsored projects monthly
Ensure the review and approval of new sponsored research proposals through SPS as needed;
Assign new awards to staff as needed;
Request fund codes as needed;
Work with staff and the Office of Research Support to resolve any conflicts or problems that may arise.
Perform account manager duties for assigned grants and contracts as needed
Provide oversite of all post award duties for other contracts & grants administrators
Other Duties & Projects related to Nicholas School Financial Administration as assigned
Masters degree (MBA, or other related)
2 years of experience in higher education.
4 years management experience
Experience gathering, analyzing and preparing presentations of complex data to executive leadership
Masters degree (MBA, or other related)
Experience working with higher education operating budget, grants, and budget development and monitoring
Advanced Excel skills
Skilled team leader and member, collaborator and manager; able to establish shared mission, outcomes/goals and create strong morale with colleagues from multiple Duke offices;
Proven ability to manage difficult conversations, relationships, and other challenging situations that require thoughtful and effective communication, verbal and/or written
Effective delegator; skilled at empowering/trusting employees as well as sharing responsibility and accountability
Committed to the mission of NSOE and a willingness to be an active participant in the NSOE community.
Work requires a general business background generally equivalent to a bachelor degree programs.
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 2years experience
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Duke University 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.
Internal Number: 401558447
About Duke University Marine Lab
The Marine Lab, located in the charming town of Beaufort, NC, is a coastal campus of Duke University and a division within the Nicholas School of the Environment. Programs at the Marine Laboratory are central to the Nicholas School's mission to provide interdisciplinary educational and research opportunities addressing an area of vital concern--the quality of the Earth's environment and the sustainable use of its natural resources.
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