Business Manager, Everything Happens, Duke Divinity School

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.

 

 

 

Occupational Summary

Provide primary financial and administrative management and coordination for the Everything Happens initiative (EH), coordinating with EH leadership and the Divinity School Office of General Administration and Finance (GAF) to monitor, advise, and report on budget, personnel, space and facilities planning, and grant administration.

This position is grant funded for two years with the possibility for renewal upon review of funding.

 

Detailed Job Description

Determine fiscal requirements, make projections and prepare departmental budgets; monitor, verify and reconcile expenditure of budgeted funds; prepare financial statements reflecting status of programs and activities; ensure compliance with University policies and procedures.

 

• Serve as the EH financial manager
• Submit any necessary reimbursements through Duke’s system
• Set up POs, reimburse vendors, and submit AP checks
• Track payment and reimbursement until they are finalized, providing updates to contractors or problem-solving when appropriate
• Tracking and reconciling Prairie Ink expenses monthly
• Coordinate with LLC accountant
• Supervise and coordinate work of designated employees, managing personnel activities to meet University and departmental objectives;
• Serve as an air traffic controller for staff with any questions on travel, Dr. Bowler’s schedule, and finances
• Supervise staff assistants and interns to ensure all receipts are appropriately categorized, labeled, and submitted in a timely manner
• Oversee budgets for each staff member, working with each staff member individually to make projects and evaluate appropriate expenditures
• Make financial projections for future hires, working with Duke HR

 

Plan operational and grant budget by analyzing needs, projected revenue and expenses on both a short and long range basis

• Work closely with Everything Happens executive officer (Dr. Bowler), chief operating officer, and chief creative officer to ensure spending matches the intent of the organization and vision
• Provide a monthly budget report and projections to the above for each grant

 

Manage preparation of grant proposals to include compilation of data and preparation of budget projections; monitor and verify expenditures; ensure compliance with University and sponsoring agency policies and procedures; oversee preparation of financial and administrative reports for submission to sponsoring agency.

 

• Confidentially provide bookkeeping for all EH-related grants plus Dr. Bowler’s faculty account
• Interpret and translate appropriate GL codes
• Reconcile assigned grant accounts monthly
• Update grant spreadsheets monthly
• Prepare yearly grant reports for Duke University compliance and external entities/grantors, as required

 

Maintain interface with departmental personnel to coordinate operational activities to ensure adequate manning, space and facilities; coordinate purchasing, maintenance and renovation activities for the department; administer a program of property management and accountability.

 

• Interface with landlord and property manager to maintain lease, space questions, renovation and improvement expenses
• Work closely with Harriet Putman to manag