FINANCIAL MANAGEMENT ANALYST III, DCA- OPERATIONS, RESEARCH, & ADVANCEMENT

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FINANCIAL MANAGEMENT ANALYST III, DCA- OPERATIONS, RESEARCH, & ADVANCEMENT

Work Arrangement:

Requisition Number: 236132

Regular or Temporary: Regular

Location:

Durham, NC, US, 27710

Personnel Area: CENTRAL ADMIN MANAGEMENT CTR

Date: Aug 23, 2023

Occupational Summary:

The Financial Management Analyst is responsible for the organization's overall financial management, budgeting, pre-and post-award grants management, MOU reviews and contract negotiations, and general administration, compliance, and risk management. This position regularly interacts across units within DCA, the senior team and engages with campus and community partners. The successful candidate can positively implement and manage change and innovation, especially regarding creative forward thinking about strong hub operations and workflow. The Financial Management Analyst will be a strategic thought partner and a hands-on leader reporting directly to the Senior Assistant Vice President for Operations, Research, & Advancement in Durham and Community Affairs (DCA).

This position provides leadership and oversight of all aspects of finance and budget for the DCA, comprising four units and a new Center for Community Engagement. Responsible for directing significant external community outreach regarding federal, state, and local grants on behalf of DCA. Responsible for planning, developing, and coordinating the preparation of financial analyses and reports, including operational and capital budgets, financial statements, statistical reports, cost analyses, and other financial information. Responsible for maintaining liaison with the respective unit financial liaisons to advise regarding the financial position, cash flows, accounts, budgets, budget requests, and related financial matters.

Areas of Responsibility:

Financial Planning, Budgeting, Reporting, and Internal Controls (50%)

Budgeting and Financial Planning. Plan, develop, and implement annual operating and other budgets across units for the organization. Oversee and lead the annual budgeting and planning process in conjunction with DCA Senior Staff. Administer and review all financial plans and budgets; monitor progress and changes and keeping the DCA Senior Staff abreast of the organization's financial status. Prepare budget proposals for the Budget Office and other external granting agencies. Provides strategic financial planning and forecasting by capturing and analyzing data to inform financial decisions of the organization. Utilizes budget analyses and modeling to forecast future financial needs/resources. Evaluate financial issues that impact DCA and respond to inquiries from the Budget Office.

Expense Reconciliation. Assumes overall responsibility for managing the organization's administrative budgets, including gift projects, discretionary projects, and pre-and post-award grants and projects connected with any special programs and initiatives. Responsible for ensuring monthly reconciliation of accounts, and of oversight of the reconciliation of sponsored projects. Investigates and resolve variances, and recommend budget modifications to adjust spending levels.

Payroll. Collaborates with respective DCA team members in the allocation of payroll expenses for faculty, researchers, students, and others. Manage the cyclical submission of students' tuition, fees, and stipend payments. Provide oversight of payroll activities, including salary allocations, cost transfers, payroll reconciliation, and any overpayment recoveries.

Financial Administration and Internal Controls. Provides oversight and direction for the organization's financial transactions and accounting practices. Designs, implements, and monitors financial reporting and control systems. Clearly preparing, analyzing and communicating monthly and annual financial statements and reports to multiple stakeholders. Establishes organizational financial policies, guidelines, workflows, and standard operating procedures (SOPs). Prepare issue analysis and financial reports and recommend courses of action. Make fiscal and budgetary decisions for procurement requests. Approves requisite high- dollar threshold transactions in the workflow and provides ad hoc approvals as designated. Approver of reconciled departmental P-Card transactions as designated.

Closing and Reporting. Provides guidance and direction to DCA units and any financial staff and works in close collaboration with the Budget Office and any Central Administration teams to complete all year-end transactions for the organization.

Responding to Surveys/Inquiries. Responsible for responding to any survey requests or general financial inquiries, which may include educational and community data and other analytics.

Grants Administration (25%)

Serve as a resource in grants and gifts. Perform grant management functions.

Responsible for overseeing the pre-and post-award grant administration process to ensure compliance with University policies and procedures. Develop and review all grant budgets and financial statements. Monitor end dates and budgets to ensure timely and accurate close outs or extensions as required.

Ensure that pre-and post-grant administration requirements are met and that the terms of the grant are being met.

Supervising, coaching, and managing part-time grants management related team members.

General Administration: MOU Reviews, Contract Negotiations, Compliance, and Risk Management (20%)

Provide assessments of project-related contracts with anchor institutions, community partners, consultants, contractors and suppliers.

Review and evaluate Memoranda of Understanding (MOUs) and contracts. Identify potential risks and recommend necessary modifications. Collaborate with procurement, Duke Office of Counsel, Corporate Risk Management, and other entities during internal negotiations. Maintain a comprehensive record of all MOUs and contracts.

Oversee and ensure compliance related to contracts, MOUs, anchor institution/ collaborative agreements with University policies and procedures, as well as external rules and regulations from sponsoring agencies and legal and regulatory authorities.

Work directly with colleagues to ensure that contracts are executed in a timely manner. When needed, negotiate with vendors on legal and insurance issues in contracts.

Where contract issues are intractable, clearly document issues and risks to stakeholders.

Coordinate with the Office of Audit, Risk, and Compliance (OARC) and other internal stakeholders to comply with any audit requirements.

Other Duties as Assigned (5%)

Performs other tasks, duties, and responsibilities as assigned.

Minimum Qualifications

Education and training:

Bachelor's degree in a related field is required (e.g,. business, nonprofit management, accounting, finance, economics, math), with a preference for training in finance or accounting. Advanced degree desirable.

Experience:

Minimum of 5 to 7 years of substantial hands-on experience in financial administration with progressive growth in responsibility.

Background in budgeting, accounting, and contract administration is highly desirable.

Experience in higher education or other large, complex institutions preferred. Experience with running financial reports for project reconciliation, and budgeting in University Budget Tools is desired.

Skills:

Must have, or be able to acquire quickly, detailed knowledge of University policies, procedures, and systems. Extensive experience with grants is highly preferred, including a thorough knowledge of internal policies and external regulations governing sponsored projects and grant research compliance, as well as procedures and systems for pre- and post-award financial management.

Must have excellent interpersonal, communication, organizational, and leadership skills. The ability to establish priorities, work under pressure, and exercise independent judgment and discretion is necessary. Ability to translate financial concepts to and effectively collaborate with programmatic and fundraising colleagues who do not necessarily have finance backgrounds. The ability to react quickly and effectively to other inquiries from various management levels with comprehensive and accurate information in a wide variety of contexts and changing priorities is needed. Must be detail oriented and possess quantitative skills with a high degree of proficiency in spreadsheets using Excel. Must have strong pro proficiency with MS Office.

A positive, appreciative, forward thinking, and mission-oriented attitude are a must.

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.

Application Documents:

Thoughtful Cover Letter (required)

Resume (required)

Professional References (3) (required)

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 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.

Minimum Qualifications

Educa tion and training:

Bachelor's degree in a related field is require d(e.g,.business, nonprofit management, accounting, finance, economics, math), with apreference for training in finance or accounting. Advanced degree desirable.

Experience:

Minimum of 5 to 7 yea rs of substantial hands-on experiencein financial administration with pr ogressive growth in responsibility.

Background in budgetin g, accounting, and contractadministration is highly desirable.

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Experience in higher education or other large, complexinstitutions preferred. Experience with running financial reports for projectreconci liation, and budgeting in University Budget Tools is desired.

Skills:

Must have, orbe able to acquire quickl y, detailed knowledgeof University policies, procedures, and systems.Ex tensive experience withgrants is highly preferred, including a thorough knowledge of internal policiesand external regulations governing sponsor ed projectsand grant researchcompliance, as well as procedures and syst ems for pre- and post-award financialmanagement.

Must have excellent interpersonal, communication,organizational, and leadership s kills. The ability to establish priorities, work under pres sure, and exerciseindependent judgment and discretion is necessary. Abil ity to translatefinancial concepts to and effectively collaborate with p rogrammatic andfundraising colleagues who do not necessarily have financ e backgrounds. Theability to react quickly and effectively to other inqu iries from variousmanagement levels with comprehensive and accurate info rmation in a wide varietyof contexts and changing prioritiesis needed. Mustbe detail oriented andpossess quantitative skills with a high degre e of proficiency in spreadsheetsusing Excel. Must have strong pro profic iency with MS Office.

A positive, appreciative, forward th inking, andmission-oriented attitude are a must.

T he intent of this jobdescription is to provide a representative and leve l of the types of duties andresponsibilities that will be required of po sitions given this title and shallnot be construed as a declaration of t he total of the specific duties andresponsibilities of any particular po sition. Employees may be directed toperform job-related tasks other than those specifically presented in thisdescription.

Application Documents:

·< span> Thoughtful Cover Letter (required)

· Resume (required)

< span>· Professional References (3) (required)

Duke is an AffirmativeActio n/Equal Opportunity Employer committed to providing employment opportuni tywithout regard to an individual's age, color, disability, gender, gend erexpression, gender identity, genetic information, national origin, rac e,religion, sex, sexual orientation, or veteran status.

Duke aspires to create acommunity built on colla boration, innovation, creativity, and belonging. Ourcollective success d epends on the robust exchange of ideas—an exchange that isbest when the rich diversity of our perspectives, backgrounds, and experiencesflourish es. To achieve this exchange, it is essential that all members of thecom munity feel secure and welcome, that the contributions of all individual sare respected, and that all voices are heard. All members of our commun ity havea responsibility to uphold these values.

Essential Physical Job Functions:Certain jobs at Duke U niversity and Duke University Health System may includeessential job fun ctions that require specific physical and/or mental abilities.Additional information and provision for requests for reasonable accommodationwill be provided by each hiring department.

Minimum Qualifications Education

Work requires a Bachelor's degree in Accounting, Finance, Economics, Business Administration or a related field. CPA is desirable.

Experience

Work requires a minimum of six years experience in financial OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE management, cost accounting or a field directly related to specialized area of assignment.

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