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ADMINISTRATIVE COORDINATOR, PHYSICS DEPT.
Work Arrangement: Hybrid (On-Site and Remote mix)
Requisition Number: 228841
Regular or Temporary: Regular
Location:
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.
Experience
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
