ADMIN COORD, OPERATIONS & PAYROLL, UNIVERSITY DEVELOPMENT


  • Location: Durham, NC
  • Posted: Aug 28, 2019

Job Description


OCCUPATIONAL SUMMARY

Coordinate and administer operational procedures within University Development, manage payroll and related functions for monthly and biweekly staff, and oversee, coordinate, and handle all issues related to the facilities. Communicate recommendations regarding policies and procedures. Position reports to the Senior Assistant Vice President, Development Services.

ESSENTIAL DUTIES AND RESPONSIBILITIES

PAYROLL: Oversee payroll for the Offices of University Development and the Vice President for Alumni Affairs and Development for monthly, biweekly, and student staff members. Maintain strict confidentiality of all payroll matters.

Train staff on the proper completion and authorization of non-exempt biweekly time cards and exempt monthly time off reports.
Maintain appropriate payroll records.
Review and analyze current payroll procedures in order to recommend and implement changes leading to best-practice operations.
Interpret and communicate policies regarding time reporting.
Keep accurate records of benefit time off for both monthly and biweekly staff. Send vacation and sick leave reports to individuals and supervisors when requested. Advise staff and supervisors on the proper use of benefit time off.
Lead meetings for staff who work with payroll issues to provide training on new policies and procedures. Assist with all student payroll forms.
Advise staff on the Kiel Memorial Voluntary Program policies. Manage and track the application, donations, and benefit time off records for recipients and donors. Coordinate services with the recipient and departmental units.
Provide guidance and documentation for departing, retiring, and transferring staff members and supervisors. Ensure terminations are accurately processed in the HR System to meet corporate timelines and standards. Initiate and track internal off-boarding tracking system, making updates to the system as needed.

LEAVES COORDINATOR: Coordinate and administer all aspects of employee leaves of absenceto ensure compliance with Duke policies and federal and state regulations, while providing instruction and guidance to employees, managers, and other involved parties.

Manage and track all paperwork to place staff members on and off leaves of absence.
Advise senior staff of issues and concerns related to leaves of absence and coordinate resources with appropriate university offices.
Create and maintain complete and accurate leave files.
Track accommodations made within the Office of University Development. Provide a weekly oral report on accommodations and trends.
Provide leave related guidance to individuals and supervisors.
Design and maintain internal leave tracking systems for individuals, when necessary.
Attend monthly Duke Corporate HR meetings to ensure that the Office of University Development stays current on corporate leave policies and procedures.
Coordinate with Business Manager for Human Resources, when necessary, to review FMLA regulations when pertaining to job performance concerns.

OPERATIONS AND FACILITIES MANAGER: Manage all aspects of the facility that houses the Office of University Development as well as the on-campus phonathon program.

Coordinate building maintenance and space planning with the appropriate university or property management offices.
Oversee all other building and security issues, including the phonathon room on campus.
Prepare project budgets as they relate to the capital budget process and review and analyze expenses for periodic projections.
Work with Parking Services to obtain appropriate parking permits for campus-wide use. Assist staff members in working with Parking Services for special needs.
Coordinate with the property manager and the Duke Parking and Transportation Office to establish and maintain paid parking arrangements for the Office of University Development.
Manage all contracts with service vendors. Review trends in spending and make recommendations regarding strategies to reduce expenses. Oversee RFP process with service vendors of all types. Handle all contract negotiations
Track all facility expenses. Analyze and make recommendations for budget purposes.

OFFICE POLICIES AND PROCEDURES: As a member of the Senior Assistant Vice Presidents administrative team, work collaboratively with other business managers to communicate with staff, address and solve problems, and propose and implement new practices.

Design the content and oversee the preparation and distribution of packets for new staff in University Development, updating materials as necessary. Advise the Senior Assistant Vice President, Development Services on improving the process of welcoming new staff members.
Coordinate with the Business Manager for Finance to ensure accurate and timely information is provided for budget development and projections.
Coordinate with the Business Manager for Human Resources on hirings, terminations, and leaves to ensure compliance with university policies and procedures.
Recommend and implement programs that benefit staff personally (Health Check through Live for Life, Duke Credit Union programs, flu shot clinic, etc.). Serve as a resource to staff who wish to sponsor intra-office activities such as yoga classes, community outreach, etc.

COMPETENCIES

Strong attention to detail
Planning, prioritizing and multitasking
Collaborating with others
Excellent customer service
Models integrity and ethics

INTERESTED APPLICANTS

Please send cover letter and resume to dev-jobs@duke.edu

Please put Business Manager Operations and Payroll in the subject line.

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 OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR 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 besubstituted for 2 years experience. EXPERIENCE.

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 ideasan 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 Health

705 Broad Street
Durham, NC 27708

Phone: (919) 684-5600

Fax: (919) 684-5600

Web: http://www.hr.duke.edu/

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