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ADMINISTRATIVE COORD, CHEMISTRY

Company: Duke Health
Location: Durham
Posted on: February 16, 2020

Job Description:

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.

Primary Responsibilities:

Payroll Duties (15%)

  • Administer the payroll for all Chemistry graduate students, including hiring, salary changes, code changes, termination, etc.
  • Monitor the Graduate Budget and Graduate Payroll and maintain accurate financial records on all Chemistry graduate students.
    Budget Duties (15%)

    • Manage the graduate budget to include budget preparation, variance reporting, reconciliation and projections. Strong analytical skills required for budget management.
    • Manage the departmental graduate fellowships to include projections for the number of awards, variance reporting and reconciliation. Graduate Program Duties (60%)

      • Assist Directors of Graduate Studies with day to day operations of Chemistry graduate program and the Nanoscience graduate program.
      • Administer the recruiting process for Chemistry to include planning trips to campus for accepted candidates and managing recruiting budget. Plan, organize, execute and lead graduate recruiting events.
      • Act as liaison between graduate students and the Director of Graduate Studies.
      • Plan, organize and coordinate preliminary, propositional, and PhD defense exams.
      • Advise incoming and returning graduate students regarding course registration: meet with students each semester to approve their chosen courses. Monitor for compliance with departmental and university regulations. (new 5%)
      • Record academic and personnel data for all graduate students.
      • Maintain cumulative data summary of all past graduate students.
      • Assist with processing of applications, including a data summary on all applicants, preparation of offer letters, and similar activities.
      • Administer orientation for Chemistry to include preparing and organizing orientation week for arriving graduate students.
      • Coordinate administrative process for TA-RA assignments for fall, spring and summer semesters; work with faculty to facilitate timely TA-RA assignment decisions; work with grant manager(s) to provide faculty with financial reports, past support information, and other information as needed to make TA-RA assignments; follow-up with grant manager(s) after assignments are received from faculty to facilitate updates to grant obligations.
      • Manage the seminar program to include budget preparation and financial management. Provide direction for the staff assistant who handles the day-to-day seminar tasks to include working with the faculty to determine logistics preferences, overseeing the business decisions related to the seminar program to ensure expenses remain within budget, scheduling oversight and work with the faculty in charge of the program for budgetary compliance. Supervisory Duties (10%)

        • Supervise the Staff Assistant who handles the day-to-day tasks related to Chemistry's extensive seminar program, graduate program events and provides administrative graduate program assistance as assigned.
          Desired Skills

          • Familiarity with Duke payroll system (including IForms)
          • Storm/PeopleSoft/Excel and Other Computer Expertise
          • Strong Financial Background
          • Strong analytical skills
          • SAP R3
          • Excellent people and organization skills
          • Excellent communication skills

            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 oradministrative 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.

Keywords: Duke Health, Durham , ADMINISTRATIVE COORD, CHEMISTRY, Administration, Clerical , Durham, North Carolina

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