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DIR, DMPI FINANCE AND GEN ADMINISTRATION

Job Title: DIR, DMPI FINANCE AND GEN ADMINISTRATION
Job Code: 2792
FLSA: E
Job Level: 16
Revised Date: 04/01/2018
Job Family: JF 28

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Occupational Summary

Serve as the senior administrative person for DMPI and primary contact for all business and administrative communications for all of the SoM central offices, University central offices, external institutions, vendors, and governmental agencies, as required. Coordinate with the SoM or the University on any issues requiring SoM or University involvement or direction.

Work Performed

Provide effective leadership and management of DMPI financial and Grants Administration personnel, and administrative and facilities personnel. Direct the planning and budgeting processes to include responsibility and accountability for financial performance for each aspect of DMPI's grant and contract portfolio, operational budget, endowment fund accounting, Shared Resource (Core) financial performance, and any other aspect that would be required for DMPI's business portfolio. Provide leadership for DMPI's annual personnel review and compensation planning processes. Develop and draft inter-departmental and inter-school MOUs, as necessary.

Monitor the overall financial health of the DMPI by using performance metrics, and providing strategic financial analysis including the development of long-term financial projections and the evaluation of new and ongoing funding opportunities. Ensure institutional and regulatory compliance for all accounting and financial reporting functions.

Oversee and direct the Finance and Administration staff including recruitment, training, professional development, and performance management. Oversee Human Resource activities in collaboration with the DMPI HR support team.

Responsible for the facilities management of the Carmichael building, including all tenants of the building, by liaison with the building owners and their facilities maintenance staff, and by oversight of local facilities services such as shipping and receiving, warehousing, hazardous waste management and disposal, etc.

Oversee the monthly FAM validation, review and documentation process to ensure compliance with established financial and administrative systems and procedures, thereby ensuring compliance with the approved ICE document of DMPI. Review the DMPI ICE document annually to ensure that the document represents current practice for all accounting and administrative systems, procedures, and policies.

Manage monthly financial reporting procedures to provide faculty PIs and Institute leadership with financial analysis and financial management recommendations for short-term and long-term operational decision making.

Design, implement, and evaluate reporting and forecasting models needed to support the mission of the DMPI.

Direct and oversee the Effort Certification process for DMPI personnel ensuing that all certified effort reports are both accurate and timely.

Oversee the planning for DMPI grants and contracts applications from a financial aspect and work with the central SOM grants offices and regulatory groups ( OSP, ORA, ORC, IRB , IACUC) to efficiently and effectively manage all DMPI grants.

Interface with Principal Investigators, DMPI leadership, Central Grants Administration, Internal Audit, and/or granting agencies regarding contract interpretation and Sponsored Programs policies.

Oversee the procurement process and ensure adequate controls are installed and that substantiating documentation is approved and available such that all purchases may pass independent and governmental audits.

Oversee and plan DMPI audits working with the SOM Compliance Office, to ensure full compliance with federal & Duke Regulations, and all grants requirements.

Work to create a positive work culture within cross-departmental teams and align this work with other DMPI initiatives to ensure that cross- departmental operations are supported, optimized and aligned with all other operations within DMPI and the SoM.

Maintain communication with DMPI leadership to report and address any funding related administrative or compliance issues in a timely manner Perform other duties as assigned by DMPI leadership.

Required Qualifications at this Level

Education/Training

Requires a Bachelor's degree, business related field preferred.

Experience

Work requires a minimum of eight years progressively responsible experience in administrative management, to include proficiency in budgeting, grants and contracts, personnel supervision and space and facilities management.

A Master's degree in a related field may substitute for two years of required experience.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills


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.