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ASSOCIATE DIRECTOR OF OPERATIONS, DMG
Job Title: ASSOCIATE DIRECTOR OF OPERATIONS, DMG
Job Code: 3855
FLSA: E
Job Level: 15
Revised Date: 12/18/2015
Job Family: JF 28
Occupational Summary
Oversee DMG business operations including client-facing project operations and core team operations to further international strategy, business development and delivery of multiple advisory services and training programs. Provide administrative management and coordination of various business-related functions in a matrix organization, including operations, marketing, human resources, and project finance/budgets. This position will report to and partner with the DMG Director, Strategy and Partnership Development, regarding all leadership aspects including decision-making, stewardship of resources, and internal communication regarding operational/financial plans.
Work Performed
Operations
- Direct and evaluate day-to-day project and core team operations, including business development, hosting visitors, design and delivery of training, and design and delivery of advisory services engagements
- Coordinate project accounts and teams, ensuring excellent internal operations and client deliverables across multiple domains. Track progress, milestones and timelines across projects and institute appropriate workflow, personnel and resource allocations, making alterations when necessary to meet demands and ensure successful completion
- Develop and implement policies and procedures, templates and methodologies for DMG internal and external projects
- Assure compliance with all regulations, standards and policies. Ensure that project teams follow all appropriate University rules and regulations, collaborating with HR, Counsel's Office, Export Controls, Visa Services, etc.
- Analyze and resolve issues that could jeopardize performance and/or ability to produce deliverables
- Oversee the creation and delivery of detailed reports and presentations for clients and internal stakeholders, ensuring consistency and quality, congruent with the mission and values of Duke Medicine
- Conduct after-action review of all projects to ensure continuous improvement
- Establish short and long-range business goals that support DMG and implement changes as necessary. Set priorities, review progress and communicate information both internally and externally
- Plan for future administrative needs to meet key DMG business objectives, including space planning, HR strategy and budget impact
- Prepare agendas and slide decks for internal DMG team meetings and internal leadership meetings
Finance and Budgeting
- Project Accounting, Finance and Budgeting
- Ensure timely billing and collections from client/project accounts and internal disbursement of these payments
- Coordinate procurement of internal Duke personnel for projects, including drafting and negotiating memorandum of understanding with internal Duke programs/departments
- Produce monthly project financial reports. Review project accounts and profit and loss statements to insure proper revenue and expense coding
- Review project profit and loss statements against original proposal budget and provide variance analysis as needed
- Periodically review and update of project budgeting templates
- Support pricing analysis of future project proposals
- Core Team Accounting, Finance and Budgeting
- Consolidate project accounts and overhead into monthly, quarterly and annual financial reports. Prepare and present detailed financial analyses.
- Prepare and consolidate monthly detailed cash forecast for several related DMG legal entities and coordinate funds flow as necessary. Reconcile accrual-basis financial reports to cash basis reports and to bank statements
- Compile budgets, financial reports and statements for utilization by DMG leadership
- Involvement in monthly reconciliations and initiating journal entries in SAP
- Support internal and external audit
- Track team space utilization via WebCentral
Communications and Business Development
- Oversee internal and external communication efforts to ensure DMG's mission, projects, activities, and accomplishments are regularly and appropriately communicated to audiences
- Develop and maintain relationship with Duke Medicine and Duke University communications offices to coordinate dissemination of relevant information and events
- Oversee development and maintenance of DMG marketing materials, website and social media
- Oversee development and maintenance of CRM tool, Salesforce.com
- Maintain pipeline report
Human Resources
- Assess personnel needs, making recommendations and supervising hiring temporary, contract, consultant and regular staff in line with current and projected workload.
- Develop job descriptions.
- Create and maintain contractor database
- Develop subject matter expert (SME) talent pool from Duke faculty and senior staff
- Coordinate and support recruiting, hiring, and onboarding and orientation of new project and core team personnel. Serve as primary administrative liaison with Duke HR and Recruiting.
- Develop career pathways and oversee professional development for staff
Required Qualifications at this Level
Education/Training
Bachelor's degree in management, education or similar field required. Master's degree strongly preferred.
Experience
Six years administrative experience of increasing responsibility, demonstrating strong skill in managing multiple projects simultaneously
Five years personnel management experience, overseeing and evaluating work products from faculty, senior leadership and support staff
Skills
- Proven innovation and initiative to anticipate, develop, and implement new procedures, practices, and processes. Resourceful and strategic in resolving unusual and new concerns to establish effective and efficient precedents
- Adaptable to dynamic work patterns, business methods and environment
- Demonstrated ability to identify and analyze complex situations and problems and develop options and recommendations for resolution
- Proven ability to develop, analyze, and carry out project objectives and work well with others of a diverse nature in achieving organizational goals
- Proven research ability, including gathering, synthesizing and organizing information to produce concise reports using various resources
- Effective leadership skills with ability to take responsibility for assigned areas and to gain the confidence of faculty, leadership, colleagues, etc.
- Excellent negotiation skills
- Demonstrated counseling techniques with the ability to act as a facilitator, exercise diplomacy, tact, professionalism, responsiveness, a high degree of flexibility, and resolve concerns between individuals in a fair and equitable manner
- Excellent interpersonal to interact with a variety of personalities at all levels, exercising tact, sound judgment, diplomacy, and flexibility to promote positive working relationships and job effectiveness
- Strong written and verbal communication 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.
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.
