Operations Manager

Occupational Summary

The operations coordinator will provide overall administrative management and coordination of a variety of business-related functions, such as finance, budget, personnel transactions, space, and facilities planning, maintenance, and policy interpretation and dissemination.

The operations coordinator supports the Program Directors and Learning and Organization Development leadership to ensure that each program is delivered with a consistent level of quality while also ensuring compliance to Duke policies and unique funder contractual obligations. The Administrative Manager will lead portfolio management and quality improvement across Learning and Organization

Development, which includes a diverse, complex, and growing portfolio of high quality, advisory, and customized capacity building, training, and operational programs. The operations coordinator will report to the Assistant Vice President of Learning and Organization Development.

Work Performed

Financial Responsibilities (60%)

* The operations coordinator will plan and prepare the annual departmental budget, analyzing operating needs to further the office and university goals and priorities.

* The operations coordinator will analyze and monitor projected revenue and expenses on both a short-and long-range basis; prepare and manage capital expense budgets as required; monitor and verify expenditures; ensure compliance with university and sponsoring agency policies and procedures; oversee preparation of financial and administrative reports.

* Prepare balance and projection reports and analyses for unit and VP of Human Resource leadership. Prepare fall and spring variance reports for submission to the VP of Human Resource as well as monthly reconciliation.

* Complete month-end procedures, including reconciling for all assigned BFR and reviewing accounts for overdraft status.

* Proactively responds to and resolves inquiries regarding untimely corporate card transactions, problem invoices or workflow items.

* Prepares analytical and narrative reports. Monitors spend rates to ensure timely and appropriate spending of funds.

* Assist with assigning payment and processing those payments.

* Create policies and procedures to ensure efficient operations.

Human resources and Program management 40%

* On behalf of leadership, coordinate personnel-related transactions such as opening requisitions, submitting position reclassifications, processing and advising staff on personal data, salary and cost distribution changes, reviewing non-compensation forms, and liaising with Corporate Payroll to resolve any payment problems.

* Create and maintain electronic personnel files for employees, ensuring confidentiality and compliance with relevant policies; coordinate recordkeeping and submission of requests and respond to annual institutional requests related to accrued time off and prompt supervisors as needed.

* Maintain 25LIVE and all program rentals. Will need to onsite to open doors for rental obligations.

* Ensure biweekly timecards are approved ahead of established deadlines.

* Serve as a resource to administrative assistant for onboarding activities.

* Supervise and coordinate all activities and operations related to project implementation and ongoing programming coordination in order to deliver high quality deliverables including reports and recommendations.

* Prepare agendas and lead regular program status and calibration meetings.

* Work internally and externally to assemble appropriate facilitators for programs as well as maintain vendor relations.

* Act as liaison to ensure progress on projects among all parties' program clients, including faculty members, administrators, project personnel, accrediting bodies and other interested parties to coordinate various aspects of the assigned projects.

* Respond to inquiries according to established policies and procedures.

* Proactively communicate with senior leadership to ensure successful progress on projects and across the broader team, leveraging team strengths to improve project delivery.

* Create detailed reports and presentations for AVP to present, and programming.

* Coordinate the delivery of detailed operational and financial reports for clients and internal stakeholders, ensuring consistency and quality.

* Work with management team to provide systematic and standardized approaches to meet funder/client needs.

* Provide oversight of processes associated with the preparation and coordination of client site visits and client deliverables, including development of clear meeting objectives and strategies; identification of attendees; preparation of agendas; and logistical arrangements.

* Serve as a resource for staff in conducting meetings involving large, complex, and high visibility projects.

* Portfolio Management and Quality Improvement

* Support and provide consistency with program start up, management and close out including planning and delivery of all programs i.e. Duke Leadership Academy, Duke Management Academy, Frontline Supervisor, Foundational Skills, executive leader certifications and SHRM prep courses.

* Coordinate the delivery of detailed operational and financial reports for clients and internal stakeholders, ensuring consistency and quality.

* Manage preparation budget reconciling, JV reconciling for open enrollments and consulting actives.

* Coordinate arrangements for special programs such as speaker series to include inviting appropriate speakers or other participants, arranging schedules, facilities, and publicity and ensuring necessary financial arrangements.

* Administrator of the Duke Learning Management System.

* Perform other related duties incidental to the work described herein.

Required Qualifications at this Level

Education/Training: Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor degree program.

Experience: Work requires the ability to plan and administer programs and direct program activities within a specific functional area, generally acquired through four years of related experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Skills:

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.

Duke University 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.

Duke University provides an annual base salary range for this position as USD $48,960.00 to USD $77,928.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

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.

Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe 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.