Departmental Business Manager II, Department Of Philosophy

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.

Assistant to the Department Chair (25%)

• Consultation: serve as resource person for the Chair; provide information, interpret policies, advise and recommend courses of action; ensure that the Chair is aware of all events and matters affecting the department

• Contracts: enter all new faculty information in dFac system; prepare contract letters for visiting and non-regular rank faculty; maintain file of all faculty contract letters, leave authorizations, and special appointments; work with the Dean of Faculty and Dean of Finances to ensure that all regular rank faculty contracts are prepared

• Faculty evaluations: assist the Chair with gathering materials for evaluations; advise on new policies and practices; oversee NRR faculty evaluation process, making sure all aspects are done on time and completed documents are uploaded to the Box

• Meetings: advise the Chair on setting the schedule for faculty meetings; assist in setting up Advisory committee meetings; attend all meetings and record minutes; serve as resource person

• Searches: serve as project manager for the faculty search process. Provide templates and assist the Chair in preparing letters to the deans at the various stages of the process (ad approval; committee approval; request to interview; request for campus visits; request to hire); set timelines for searches and ensure that each aspect is completed by the deadline; set up the position in AJO; post the approved ad; be familiar with all search guidelines and ensure compliance, interpret as needed, and advise committee chairs; prepare EEO reports; set interview schedule; communicate with applicants as needed; provide templates and other materials to the search committee; assist with writing reports and review them to ensure completeness; ensure candidate coding is done in AJO; serve as department liaison with the Associate Dean for Academic Affairs and the Office of Institutional Equity on university policies and procedures concerning applicants and search practices

Budget and Financial (25%)

• Coordinate with Chair, DUS, and DGS to anticipate replacement teaching needs and articulate request to budgetary officials, including entering budget figures and teaching plan into budget tools. Represent department staffing and operating needs to budgetary officials.

• Review facilities and computing needs and advocate for institutional support.

• Create internal budget plan using existing funds to ensure all core mission priorities are funded.

• Create regular reports to manage operating funds, research accounts, and endowment funds throughout the fiscal year. Assess expenses, reconcile, investigate unusual expenses, and initiate transfers as needed to avoid overdrafts and unexpected variances.

• Review and reconcile transactions to ensure correct allocation as well as compliance with university and department policies and expectations, bringing potential problems to the attention of the Chair, Deans, department officers, or individual faculty members as appropriate.

• Aid in preparing, reviewing and submitting budget proposals for federal and private grant opportunities. Monitor and review post-award grant expenses to ensure that costs are aligned with funded projects and in compliance with federal, donor, and university policies. Ensure proper reporting, stewardship and close-out of gift and grant funding.

• Review and authorize procurement card transactions in Buy@Duke. Review and authorize reimbursement requests and AP check requests.

Personnel (25%)

Staff

• Manage the hiring of all department Staff. This includes prepare appropriate documentation and approvals, writing requisitions, reviewing applications, screening applicants, interviewing applicants, making selections and onboarding in SuccessFactors.

• Supervise staff personnel and perform all related processes such as recruitment, hiring, reclassification of positions, performance improvement plans and termination, if necessary. Review and authorize vacation, sick and time worked in Duke@Work portal.

• Manage annual staff performance evaluations, planning process and monitor performance goals to ensure that progress is made.

• Coordinate with other staff members to monitor assignments of work study students as permitted by budget and availability.

• Approve department timecards including staff, work study students, postdoctoral appointees, lab manager and students

• Request temporary staff, as needed. Process necessary request to budgetary official and request to Duke Temporary Services. Conduct interviews, select and supervise temporary staff. Authorize time worked.

Faculty

Manage Faculty Hiring. Including posting and disposing applicants in AJO, set-up profile in dFac, hiring in iForms and complete onboarding in SuccessFactors

• Gather and submit payroll forms for incoming faculty, instructors and visitors and initiate appropriate request in iForms for hiring, pay rate and cost distribution changes and terminations.

• When necessary, process visa applications for foreign national faculty or visitors in coordination with Duke Visa Services; and maintain close communication with new faculty member or visitor to complete visa application ensuring all necessary documents are submitted in a timely manner.

• Coordinate with dean of faculty, facilities, HR representative, OIT, IT support and Duke Card office on behalf of new faculty or visitor to ensure smooth entry into the department

• Responsible for incorporating the current policies and format for preparation and submission of Appointment, Promotion and Tenure (APT) dossiers. Collection of letters from the letter writers and APT candidate materials for distribution to the department faculty reviewers. Handle highly confidential materials and final submission to deans, provost and APT committee.

• Act as the department power user for Scholars@Duke to assist faculty, graduate students and staff with creating university research portfolios.

Facilities (10%)

• Assess departmental needs for furniture, space, and repairs. Communicate needs to proper facilities personnel through yearly budget request, ad hoc work order requests, or informal requests as warranted.

• Allocate space and make regular updates in Web-Central database

• Organize moves and office reassignments as necessary.

• Serve as key manager. Assign keys and update log. Submit key log updates to facilities director on a regular basis.

• Assign classroom access for faculty, staff and visitors and update list regularly to reflect changes in personnel.

• Authorize after-hours access for faculty, staff and visitors and make requests to Duke Card office as needed.

General Department Support (15%)

• Coordinate with fellow staff members to organize departmental events such as Holiday and Welcome Parties, large receptions for job candidates, appointments with external review committee, etc.

• Answer inquiries regarding financial transactions and impact to research funds.

• Coordinate with UNC Colloquium organizer to publicize event and sponsor faculty and graduate student attendance.

• Serve as impromptu IT support when possible.

• Attend training sessions and meetings to stay abreast of new policies and initiatives that affect departmental operations

• Sympa-serve as Sympa Owner. Manage department listservs

Experience and competence with the following systems are essential: SAP (financial reporting), BPS (budget preparation), and Duke@Work: iForms (payroll actions, P-Card expense allocation), dFac (Faculty position Management), ECert (Effort Certification), Web-Central (Space allocation), Scholars@Duke (faculty research database system). Experience and facility with the following programs are assumed: Word, Excel, Email, electronic calendars, and web browsers. Knowledge of Duke Accounting Systems is essential.

Ability with SPS (grant proposals) system is helpful as is some working knowledge of Acrobat Pro. RCC Certification is a plus.

Minimum Qualifications

Education

Work requires a general business background generally equivalent to a Bachelor's degree program.

Experience

Work requires 3 years related business or administrative experience functions to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative. 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.

Nearest Major Market: Durham

Nearest Secondary Market: Raleigh