Departmental Business Manager II, Department of Philosophy

Duke University:

 

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

 

Assistant to the Department Chair (25%)

• Consultation:  serve as resource person for the Chair; provide information, interpret policies, advise and recommend courses of action; ensure that the Chair is aware of all events and matters affecting the department
• Contracts: enter all new faculty information in dFac system; prepare contract letters for visiting and non-regular rank faculty; maintain file of all faculty contract letters, leave authorizations, and special appointments; work with the Dean of Faculty and Dean of Finances to ensure that all regular rank faculty contracts are prepared
• Faculty evaluations: assist the Chair with gathering materials for evaluations; advise on new policies and practices; oversee NRR faculty evaluation process, making sure all aspects are done on time and completed documents are uploaded to the Box
• Meetings: advise the Chair on setting the schedule for faculty meetings; assist in setting up Advisory committee meetings; attend all meetings and record minutes; serve as resource person
• Searches: serve as project manager for the faculty search process. Provide templates and assist the Chair in preparing letters to the deans at the various stages of the process (ad approval; committee approval; request to interview; request for campus visits; request to hire); set timelines for searches and ensure that each aspect is completed by the deadline; set up the position in AJO; post the approved ad; be familiar with all search guidelines and ensure compliance, interpret as needed, and advise committee chairs; prepare EEO reports; set interview schedule; communicate with applicants as needed; provide templates and other materials to the search committee; assist with writing reports and review them to ensure completeness; ensure candidate coding is done in AJO; serve as department liaison with the Associate Dean for Academic Affairs and the Office of Institutional Equity on university policies and procedures concerning applicants and search practices

Budget and Financial (25%)

• Coordinate with Chair, DUS, and DGS to anticipate replacement teaching needs and articulate request to budgetary officials, including entering budget figures and teaching plan into budget tools. Represent department staffing and operating needs to budgetary officials.
• Review facilities and computing needs and advocate for institutional support.
• Create internal budget plan using existing funds to ensure all core mission priorities are funded.
• Create regular reports to manage operating funds, research accounts, and endowment funds throughout the fiscal year. Assess expenses, reconcile, investigate unusual expenses, and initiate transfers as needed to avoid overdrafts and unexpected variances.
• Review and reconcile transactions to ensure correct allocation as well as compliance with university and department policies and expectations, bringing potential problems to the attention of the Chair, Deans, department officers, or individual faculty members as appropriate.
• Aid in preparing, reviewing and submitting budget proposals for federal and private grant opportunities. Monitor and review post-award grant expenses to ensure that costs are aligned with funded projects and in compliance with federal, donor, and university policies. Ensure proper reporting, stewardship and close-out of gift and grant funding.
• Review and authorize procurement card transactions in Buy@Duke. Review and authorize reimbursement requests and AP check requests.

Personnel (25%)

Staff

• Manage the hiring of all department Staff.  This includes prepare appropriate documentation and approvals, writing requisitions, reviewing applications, screening