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ASSIST VICE PROVOST, INTERDISP FIN & ADM

Job Title: ASSIST VICE PROVOST, INTERDISP FIN & ADM
Job Code: 2457
FLSA: E
Job Level: 67
Revised Date: 03/01/2024
Job Family: JF 28

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Occupational Summary

Reporting to the Vice Provost for Interdisciplinary Studies (VPIS), with a strong dotted line to the Vice Provost for Finance & Administration (VPF&A), the Assistant Vice Provost for Interdisciplinary Finance and Administration plays a critical role in the execution of Duke's university-wide interdisciplinary strategy. This broad area calls for careful balancing between, on the one hand, cultivation of robust interdisciplinary units capable of building community connections for faculty and students across Duke's schools and beyond the university, and, on the other, organizational adaptability in light of shifting intellectual currents and university priorities.

The Assistant Vice Provost oversees a team who provide holistic administrative and fiscal direction and oversight to the interdisciplinary institutes, initiatives and centers that report to the VPIS and/or the Provost. As a result, the Assistant Vice Provost works very closely with the Provost's finance and administration office, the School of Medicine (SoM) fiscal office, other School Fiscal Officers, the University Institute and Center (UIC) Directors and the staff in the Office of Interdisciplinary Studies (OIS). The holder of this position also engages collaboratively with a range of other central offices including, but not limited to, finance, HR and grants management. The Assistant Vice Provost oversees a team of financial and human resource professionals to meet the needs of UIC's and other units reporting to the VPIS. In addition, the Assistant Vice Provost is available for special projects assigned by the VPIS, VPF&A, and/ or the Provost.

Work Performed

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 the VPIS in efforts to evaluate changes in strategic direction, consolidations, eliminations or expansions and advise leadership on impacts and implementation.

Analyze and make recommendations regarding UIC-related business plans, new or existing units/programs, the possible and actual sun-setting or spin-off of units, and wider institutional trends to inform decisions by the Directors, the Vice-Provost, the Provost and the Dean of the School of Medicine. Provide written reports, presentations or data for the Provost, VPIS, Vice-Provost of Finance and Administration, Dean of the School of Medicine and other university offices as requested.

In partnership with the Associate Vice Provost for Finance and Administration, direct the preparation of annual budget process for the portfolio in accordance with University guidelines, including but not limited to, distribution of budget guidelines and targets, and the scheduling and conducting of budget meetings. Prepare fall and spring projections. Through budget meetings and projections, highlight significant areas of opportunity or concern. Develop annual forecasts for indirect revenues in assigned areas.

In partnership with the Associate Vice Provost for Finance and Administration, oversee financial and administration operations for the portfolio either directly or through accountable staff to include implementing budgets, monitoring financial performance and reporting accordingly. Work closely with SOM financial office on units of shared concern, including year end true up of core contributions, space and indirect revenue sharing. Provide financial expertise and consultation to units overseen by the Vice Provost for Interdisciplinary Studies

In partnership with the Associate Vice Provost for Human Resources, directly and through accountable staff, oversee personnel and payroll processes, policies and actions for units, including raises, promotions, hires, terminations, personnel conflicts and employee recognition for staff and faculty. Oversee the setting of annual salaries for faculty and staff in the UICs (all non-student employees in all job categories). Develop strategies for managing total salary budget pools in coordination with annual performance evaluation processes. Ensure reasonable comparability in job levels and pay rates among UIC units and within the university generally. Provide guidance on organizational design and staffing for existing and new units, as well as the creation of job descriptions for new positions to meet UIC and other assigned unit needs.

Provide on-boarding support for new Directors and, where appropriate, Associate Directors. Assist in the organization of any follow-on orientation for new Directors, where appropriate. Facilitate information flow to Directors and lead administrators on fiscal or administrative concerns, including through occasional Directors' administrative meetings each semester.

Directly and through accountable staff, provide guidance, onboarding, and on-going staff development programs for business managers and other administrative staff to ensure knowledge of changing university policies and procedures, while modeling best practices from throughout the university. Assist with the candidate review and selection of administrative leaders in assigned units, where appropriate. Provide oversight to administrative staff in each UIC to ensure compliance with university policies and procedures.

Work closely with the Interdisciplinary Studies staff member responsible for faculty affairs around budgetary and administrative issues related to faculty appointed in a UIC, or faculty with appointments in schools who take on leadership roles within UICs, including UIC-based centers, projects, and hubs.

Serve as a resource to the VPIS, as well as UIC Directors and their lead administrators, on business, financial, personnel and organizational matters, facilitating solutions as necessary. Serve as an advocate for the portfolio as a group in university-wide discussions about administrative policies, practices, and procedures. Serve on various process improvement committees to ensure needs are met in the most efficient and effective manner. Draft and disseminate guidance documents on financial/HR matters of general significance.

Oversee annual reporting process for the UICs and reporting metrics required by the university and prepare annual assessment documentation for accreditation purposes. Coordinate with the Director of Communications in the OVPIS regarding communication and guidelines for UIC annual reports.

Draft and/or review policies, MOUs, offer letters and other records detailing appointments or other financial or service agreements between SoM and Provost management centers pertaining to the UICs, between Schools and UICs for specific programs or shared positions, and/or between UICs. Maintain records of all formal agreements entailing service or financial obligations to or from UIC units and ensure their faithful execution, including gifts, endowments and other restricted funds. Monitor the archive of MOUs and offer letters for expiring agreements/contracts to ensure timely reviews of faculty, administrative leaders, and overall units.

Periodically provide guidance to UICs in preparing materials for the budgetary review of all UICs by the University Priority Committee or an Ad Hoc Interdisciplinary Priorities Committee. Work with UIC directors and lead administrators to facilitate any restructuring of UIC accounting. Periodically review the master MOU that provides default expectations about the distribution of F&A indirects associated with grants cultivated and supported by a UIC.

Manage the UIC space budget, coding and cost allocation process for the UICs. Serve as administrative coordinator of space requests to support UIC activities. Work as necessary and appropriate with management center offices and/or university real estate to identify solutions for identified space needs.

Required Qualifications at this Level

Education/Training

Bachelor's degree required; related masters preferred.

Experience

At least seven years of progressively responsible finance and administrative experience. Three to five years in a research-oriented institution of higher education strongly preferred.

Skills

N/A


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.