Duke University Job Descriptions

ASST DIR, OPERATIONS & FIN, IIH & GHIC

Job Title: ASST DIR, OPERATIONS & FIN, IIH & GHIC
Job Code: 3856
FLSA: E
Job Level: 15
Revised Date: 10/17/2016
Job Family: JF 28

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Occupational Summary

Innovations in Healthcare (IiH) is a US non-profit organization cofounded by Duke University, McKinsey & Company, and the World Economic Forum, and is hosted at Duke. It seeks to improve healthcare and advance health worldwide by sourcing, strengthening, scaling, and studying the best healthcare innovations globally.

Innovations in Healthcare is collaborating closely with the Global Health Innovation Center @ Duke (Center), part of the Duke Global Health Institute (DGHI). The Center studies and supports the scaling and adaptation of innovations, and related policy reforms, to address critical health challenges worldwide. It helps integrate complementary efforts across IiH, DGHI, the Duke-Margolis Center for Health Policy and the Duke Institute for Health Innovation, developing an academic home for faculty, staff, trainees, and students working on health/healthcare innovation and policy issues globally.

The IiH & Center Assistant Director of Operations & Finance will provide overall administrative management and coordination of various business related functions including finance, budget, personnel, space and facilities planning, grant administration, academic support and policy interpretation and dissemination for IiH and the Center. This is a matrixed position reporting to both the executive management of IiH and the Center and the Associate Director for Administration & Finance of DGHI.

Work Performed

Operations

-Provide administrative direction and coordination in the formulation, interpretation and administration of current and long-range policies, procedures and programs, and effectively communicate to IiH and Center faculty/staff

-Plan for future administrative needs to meet key IiH and Center business objectives, including space planning, HR strategy and budget impact

-Coordinate and participate in IiH and Center leadership meetings, including quarterly IiH Board of Directors meetings

-Ensure Center and DGHI policies and practices are in alignment

-Ensure compliance with all regulations, standards and policies and that project teams follow all appropriate University rules and regulations, collaborating with DGHI HR, Counsel's Office, Export Controls, Visa Services, etc.

-Develop and implement policies and procedures, templates and methodologies for IiH and Center operations and projects; analyze and resolve issues that could jeopardize performance and/or ability to produce deliverables

-Coordinate operational and financial support of country-based IiH offices and staff, currently in Kenya, UK and Singapore

-Represent IiH and Center leadership in meetings and conferences and other affairs of an administrative nature

-Conduct after-action review of all projects to ensure continuous improvement

-Support other IiH and Center functions, including business development and communications

Human Resources

- Supervise and coordinate work of designated employees, which typically includes staff supporting business functions; manage personnel activities to meet University, DGHI, IiH and Center objectives in training, equal employment and pay, and wage and salary administration

- Assess personnel needs, making recommendations and supervising hiring temporary, contract, consultant and regular staff to enable 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 procurement of internal Duke personnel for projects, including drafting and negotiating memorandum of understanding with internal Duke programs/departments - Manage annual performance process for IiH and Center - Manage annual effort certification process for IiH and Center - Manage labor relations in conjunction with DGHI HR

-Coordinate recruiting and hiring of personnel within Duke and DGHI guidelines, and support onboarding and orientation of new personnel; serve as primary administrative liaison with DGHI and Duke HR and Recruiting

-Develop career pathways and oversee professional development for staff

Finance

-Plan for IiH and Center budget needs by analyzing program plans on both a short and long term basis including projecting possible levels of support from multiple sources of funding; confer with IiH, Center and DGHI leadership and faculty to analyze and recommend priorities and goals for future department needs

-Determine fiscal requirements, make projections, prepare variance reporting, manage monthly overdraft analysis, and prepare overall IiH and Center budgets annually within DGHI, University, and IiH timelines; prepare monthly financial statements reflecting status of programs and activities; ensure compliance with University policies and procedures

-Perform and coordinate all pre/post award tasks for corporate, foundation and governmental grant and contract funding for IiH and Center, working in collaboration with appropriate entities across the University; stay current on all University, DGHI and funding source policies and requirements, including staff effort tracking and clean closeout procedures

-Prepare IiH financial statements for Board of Directors meetings, coordinate annual IiH tax filings with Duke Corporate Tax and ensure compliance with state solicitation registration requirements in collaboration with an external law firm

-Track and ensure timely billing and collections from corporate supporters and grant funding for IiH

- Coordinate expense management in collaboration with Employee Travel & Reimbursement, Corporate Card office, Procurement and Accounts Payable;

-Oversee the monthly Financial Assessment and Management (FAM) process per DGHI standard operating procedures

-Perform the monthly FAM management analysis per DGHI standard operating procedures

-Perform journal entries in SAP, as needed

-Oversee check deposits per University standard operating procedures

-Track team space utilization via WebCentral

-Support internal and external audit

Perform other related duties incidental to the work described herein. The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Required Qualifications at this Level

Education/Training

Work requires a Bachelor's degree in Business Administration, Accounting or a closely related field. Master's degree strongly preferred.

Experience

Work requires a minimum of six 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 Business Administration, Hospital Administration, Accounting or a closely related field may substitute for two years of required experience.

Skills

-Demonstrated expertise in grants management, budget development/monitoring and financial analysis/reporting, including concise, graphical representation of data for communication with diverse team -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 skills 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 -Familiarity with SAP, SPS

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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.

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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.

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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.