ADMINISTRATIVE COORD, CHEMISTRY
Company: Duke Health
Posted on: February 16, 2020
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.
Payroll Duties (15%)
- Administer the payroll for all Chemistry graduate students,
including hiring, salary changes, code changes, termination,
- 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
- 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
- Act as liaison between graduate students and the Director of
- 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
- Maintain cumulative data summary of all past graduate
- Assist with processing of applications, including a data
summary on all applicants, preparation of offer letters, and
- 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
- 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
- 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
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 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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