Duke University
March 17, 2023
Offerd Salary:Negotiation
Working address:N/A
Contract Type:Other
Working Time:Negotigation
Working type:N/A
Ref info:N/A

Duke University and Duke University Health System require all students, faculty and staff to receive the COVID-19 and influenza vaccines. After you have officially accepted a position at Duke, you may request a religious or medical accommodation.


Work Arrangement: Hybrid (On-Site and Remote mix)

Requisition Number: 228841

Regular or Temporary: Regular


Durham, NC, US, 27710

Personnel Area: UNIVERSITY

Date: Feb 14, 2023

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

Provides efficient office operation and performs administrative roles of a complex and confidential nature to support the Department of Physics. It is essential in the day-to-day administration and coordination of the Physics departmental personnel and financial management ensuring strategic planning and business enterprise stewardship. Maintains effective working relationships for Physics financial and operational activities through strategic planning, forensic analysis and coordination with countless Duke offices and teams. Strong emphasis on proactive problem resolution and departmental communications. Performs administrative and supervisory duties with minimal direction.

HR/Payroll Services

  • Representative for In-house Human Resource (HR) and payroll policies and procedures for 180+ non- exempt and exempt student and employee positions.
  • Coordinate and maintain the entry of human resource and payroll data, and the generation and distribution of related reports and information.
  • Review all department personnel forms for completeness, accuracy, timing, and conformity to budget and policy guidelines
  • Recommend various personnel actions including, but not limited to, hiring, performance appraisal, promotions, transfers, and vacation schedules. Perform other related duties incidental to the work described herein.
  • Identify and research unbudgeted or potentially inappropriate actions or requests and report to department management regarding resolution or disposition.
  • Process hiring and all related activities as required through Success Factors
  • Process all iForms from Background Checks to Terminations. Payroll transactions vary throughout the semesters, e.g., Fall semester can be 80% effort with the hiring of students and employees for the new school year.
  • Negotiate iForms through all approval levels ensuring timely processing.
  • Ensure timely submission for all time recording.
  • Promote and assist with direct deposit for safe and timely receipt of university payments.
  • Monitor student work study hours to prevent unnecessary cost distributions.
  • Administer foreign national payments for compensatory and non-compensatory funding, including fellowships and postdoctoral scholar awards.
  • Provide expertise and assistance with these payments to ensure the appropriate classification of the payment along with any regulatory requirements.
  • Deliver essential role as secondary point of contact for Visa Services.
  • Monitor our Foreign National Clearance Expiration Notices for individuals ending employment, and ensure timely action required for continued employment.
  • Consult with HR representatives, departmental manager and staff, and others as necessary to obtain and provide information.
  • Verify and support personnel and payroll actions and ensure compliance with established department/Duke policies and procedures and departmental management directives regarding HR and payroll activities. Anticipate and identify potential HR and payroll problems to minimize the financial and operational impact to the Department.
  • Develop training program on departmental/Duke personnel policies and/or benefit changes.
  • Investigate, document, and resolve unique payroll and human resource problems and issues.
  • Maintain essential Physics contact lists for staff, faculty, and assigned supervisors.
  • Control and maintain Physics personnel files, reports, and correspondence required for reference, inventory and audit.
  • Disseminates Corporate Payroll news and events.
  • Maintain liaison with departmental personnel to obtain information to verify or support financial records; prepare correspondence and answer inquiries regarding accounting information as required.
  • Supervise and coordinate department or division personnel activities to meet University and department objectives.
  • Supervise and coordinate the work of designated employees reviewing completed work for adherence to instructions or correctness.
  • Visa Officer

    Serve as departmental Visa Officer to liaise with Duke Visa Services

  • Consult with Administrative Director to advise on visa appointments and renewals
  • Manage all documents for foreign nationals and coordinate with Duke Visa
  • Assist in the completion all paperwork for arrival of all international visitors.
  • Coordinate with faculty sponsor to prepare and distribute appointment letters with Chair's signature
  • Manage all visa and visa renewal requests
  • Coordinate completion of web forms individually and correspond with each international to complete his/her form, check for accuracy, organize supporting documents, submit check requests for fees to Accounts Payable, submit all requirements to Duke Visa Services
  • Monitor process until internationals arrive
  • Assist internationals with onboarding process, travel and reimbursements
  • Monitor and track our Foreign National Clearance Expiration Notices for individuals ending employment, and ensures timely action required for continued employment.
  • Maintain End of Date Notifications; correspond to Foreign Nationals, Sponsor, DVS and representatives; coordinate action items with HR/Payroll representatives and central office.
  • Administrative and Financial Support

    Serve as departmental liaison with administrative and professional personnel concerning University policies and procedures, personnel administration, grant administration and budgetary preparation and control

  • Manage departmental scorecard metric on adherence to budget, operational funds and endowments

  • Plan, develop, and manage the preparation of financial analyses and reports on expenditures, transfers, and revenues.

  • Advise Administrative Director regarding financial position, cash flow, accounts, budgets, budget requests, and related financial matters.
  • Manage unfunded research activities authorized by the Director/Administrative Director
  • Prepare monthly, quarterly financial report for Director/Administrative Director
  • Ensure proper documentation, MOU, commitments, and award notices are current and financial obligations and commitments are met
  • Manage the faculty commitments, startup, research, including documentation and distribution of funds in accordance with faculty appointment letters. Analyze and reconcile monthly financial reports to confirm adherence to all relevant laws, GAPs, and policies/procedures
  • Assist in the development, implementation and management of financial systems, cost accounting systems and/or financial policies and procedures as appropriate

  • Serve as the Point of Contact for Concur, [email protected] and Corporate Card

  • Assist with preparing travel, reimbursements, and AP check requests

  • Financial Management and Analysis

  • Monitor budget expenditures and prepare written reports and analyses to departmental management setting forth progress, adverse trends and appropriate recommendations or conclusions.
  • Prepare and coordinate distribution of various financial reports and analyses for higher management and external agencies to include financial analysis of departments divisional operations.
  • Consult with Administrative Director and administrative staff in the preparation and analysis of financial reports, to provide information and to resolve problems concerning variances from approved budget.
  • Coordinate the preparation of the of Physics operational budget; review and analyze departmental budget requests
  • Advise division heads: DGSA, DUSA, Service Centers, Teaching Labs, internal and restricted funds, regarding changes in budgets to meet University requirements.
  • Provide information to various external agencies and professional organizations concerning University fiscal operations.

  • Coordinate and participate in a variety of complex accounting tasks involved in maintaining financial records and processing related data such as invoices and vouchers; maintains files on operational fund codes and principal investigator financial transactions.

  • Compile financial statements and reports for grand expenditure records; reconcile accounts with SAP statements; maintain interface with principal investigators regarding remaining general grant funds and the status of restricted categories such as supplies, personnel and equipment.
  • Assist in the preparation of departmental budgets; compile information for a variety of budgetary reports reflecting both costs on individual funds and developing cost comparisons for departmental and University administrative utilization.
  • Physics Service Center/Core Facilities

  • Work with the Scientific/Lab Directors to develop and administer the annual operating budget assuring compliance with applicable
  • Develop revenue and expenditure goals with the service center Directors and leadership.
  • Monitor and evaluate budget to actual monthly and prepare financial reports for service center lab managers and Physics Administrative Director.
  • Review and approve expenditures, including supplies, service agreements, and other items for budget authority and compliance with federal and institutional policies.
  • Assist Administrative Director with development of proposals from external sources; RAQA and SRA agreements
  • Identify billable services, allocate costs of each billable service, and project volumes for development of the annual rate calculation in collaboration with the Administrative Director and service center Scientific/Lab Directors.
  • Prepare rate calculation package for review and approval A&S, Physics Administrative Director and University leadership.
  • Perform monthly billings for all service center use Physic Budget
  • Partner with Administrative Director to develop training programs and tools to facilitate user access and use of service center management tools, and vendor systems.
  • Minimum Qualifications Education

    Work requires a general business background generally equivalent to a bachelor's degree in a business related field.


    Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business related field may be substituted for 2 years experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

    Duke 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 essentialjob 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.

    Nearest Major Market: Durham Nearest Secondary Market: Raleigh

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