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EXEC DIR, PAS, FINANCE & ADMIN
Job Title: EXEC DIR, PAS, FINANCE & ADMIN
Job Code: 2457
Job Level: 67
Revised Date: 04/01/2021
Job Family: JF 28
Reporting to the Associate Vice Provost for Finance & Administration, the Executive Director for Provost Academic Support (PAS), Finance and Administration is responsible for overall financial direction, budget and operational oversight for both interdisciplinary institutes, initiatives, centers and other select academic support units within the Provost office. The position will oversee, facilitate and participate in budget planning, financial management, monitoring, analysis and reporting activities by managing a central team of dedicated resources providing day to day financial and operational support to the Vice Provost for Interdisciplinary Studies. He/she will provide financial leadership, consultation and guidance to Business Managers in select Provost units performing financial assessments as directed by the Associate Vice Provost for Finance & Administration for a variety of academic, research and administrative needs. The Executive Director will coordinate activities with the Associate Vice Provosts for HR, Financial Systems and Analysis as needed on administrative policies, practices and procedures.
Lead short-term and long-term planning and forecasting activities in the context of university priorities with the goal to identify efficient use of university funds. Support Provost area leadership efforts to evaluate changes in strategic direction, consolidations, eliminations or expansions and advise leadership on impacts and implementation.
Direct the preparation of annual budget process for all interdisciplinary institutes, initiative and centers. More specifically:
Distribute budget guidelines, including financial targets
Coordinate preparation at the unit level in accordance with university guidelines
Serve as a resource and expert on financial issues and processes
Schedule and conduct budget review meetings preparing background materials
Summarize for leadership review and approval all relevant financials
Prepare fall and spring projections that highlight significant areas of opportunity or concern
Oversee financial and administration operations for interdisciplinary institutes, initiatives, centers either directly or through accountable staff to include:
Implementation of annual budgets through sound fiscal management practices
Track and monitor financial performance providing unit leadership with reporting to monitor budget to actual trends
Oversee all annual accounting and reporting processes required by the university including monthly, quarterly and year end activities
Review and approve all financial activities including journal entries, changes to account/BFR structures, procurement and travel expense reports consistent with university policy
Monitor compliance with university policy
Recommend budget changes to ensure efficient use of resources
Perform grants administration including both pre and post award activities for units by managing F&A distributions, review of transactions, remediation for grant activity, review requests for granting PI status, monitoring grant administration quality and addressing issues as needed.
Maintain and track all commitments and formal agreements that contain financial obligations to or from interdisciplinary units including all MOUs, offer letters, appointments, agreements and contracts.
Manage the space budgets and serve as administrative coordinator for any space requests
Review and submit capital budgets to Associate Vice Provost for Finance & Administration ensuring operating budgets include adequate resources to support capital investments.
In partnership with Research Support groups and Provost units, develop annual forecasts for Provost indirect revenues. Establish billing and collection practices for central research administration support functions. Act as a liaison with Provost units and research administration as needed to resolve financial issues.
Provide financial expertise and consultation to select Provost academic support unit Business Managers on a variety of ongoing financial and operational policies, processes and procedures. Recommend solutions to complex business matters.
Review annual budget plans prepared by select Provost academic support unit business managers and provide guidance and recommendations consistent with university plans. Review all fall and spring projections for units and seeking clarification for areas of significant change. Summarize for Associate Vice Provost of Finance & Administration areas of opportunity or financial risks associated with unit plans.
Establish a multi-year projection process for select Provost academic support units that incorporates historical trends and strategic plans that include operational and capital budgetary needs. Partner with business managers to build accurate projections and highlight areas of opportunity or risk.
Serve as a resource on policy review, expenditure controls, budget preparation and business case direction. Facilitate solutions for daily issues that may arise. Serve as an advocate for Provost academic support units in university-wide discussions about administrative policies, practices, and procedures.
Analyze and make recommendations for centralization of finance and administrative activities to streamline operations for units.
Draft and disseminate guidance documents on financial, HR, systems or operational matters coordinated with Associate Vice Provosts for Finance, HR and Systems.
Perform strategic and financial ad-hoc initiatives as assigned by the Associate Vice Provost for Finance & Administration.
Required Qualifications at this Level
Minimum of Bachelor's degree; masters preferred.
Work requires at least seven years of finance and administrative experience. Three to five years in a research-oriented institution of higher education preferred.
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 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.
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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.