Duke University and the Center for Documentary Studies aspire 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. The CDS community is committed to sharing values of diversity and inclusion to achieve and sustain excellence. CDS is committed to fostering a diverse educational environment and encourages applications from members of underrepresented groups. Duke University is an equal opportunity and affirmative action employer.
Position Summary: Provide overall administrative management and coordination of a variety of administrative functions for the Center for Documentary Studies at Duke University (“CDS”) including finance, budget, personnel, grant administration, support for undergraduate, graduate, and continuing education programs, and policy interpretation for a large, complex, and multifaceted organization with multiple programs ongoing.
Plan departmental operating budgets by analyzing program plans on both a short and long-range basis including revenue projections from multiple sources of funding. Includes specific duties associated with financial and budgetary oversight of some major CDS programs such as the Full Frame Documentary Film Festival (“Full Frame”), the Undergraduate Education program and the Continuing Education program.
Advise senior CDS leadership and Manage numerous project directors who are responsible for individual project budgets concerning financial, budgetary and other related issues; work with multiple project directors on individual project budgets. Prepare tracking spreadsheets annually for budget managers and monitor tracking for adhering to individual budgets; prepare initial budgetary recommendations for approval by project directors by considering past requirements and expenditures and present program plans. Work closely with CDS Director, senior staff, and CDS Board of Directors and Finance Committee members to analyze and plan spending from multi-million-dollar quasi endowment, including preparation of financial projections related to quasi-endowment earnings. Determine fiscal requirements, make projections and prepare departmental budgets, monitor, verify and reconcile expenditure of budgeted funds; prepare financial statements reflecting status of programs and activities; ensure compliance with University policies and procedures, and work with senior staff to develop budget analysis and recommendations for semi-annual board of director’s meetings including acting in the capacity as Treasurer of CDS Board of Directors.
Manage the preparation of grant proposals and applications to include compilation of data and preparation of budget proposals and prepare for submission through University SPS system; monitor and verify expenditures; ensure compliance with University and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agency. Maintain up to date grant proposal data through the SPS system. Close out grants and oversee financial reporting to both the University and outside funders.
Assist independent auditors with annual financial audit including taking necessary steps to respond to auditor’s recommendations for improving accounting system; work with auditors and University legal counsel’s office in preparation of schedules for annual 990, and assist with presentation of audit and 990 at annual board of directors meeting.
Prepare financial and operational reports, including the use of a variety of accounting methods and tools to research and analyze information from internal Duke system, in order to provide an analysis reflecting progress, adverse trends and appropriate recommendations or conclusions as needed.
Serve as departmental liaison with administrative and professional personnel concerning University policies and procedures, personnel administration, grant administration and budgetary preparation and control. Supervise, coordinate and approve the work of accounting specialist reviewing completed work for adherence to instructions or correctness. Maintain and approve all biweekly timecards and exempt time off. Approve all check requests, Purchase Orders and corporate card expenses. Act in official capacity as Notary Public to notarize documents as needed. Assist with staff positions, restructuring, creating, posting and hiring. Assist with staff evaluations and process salary setting. Work with multiple CDS projects including Full Frame in order to navigate special circumstances surrounding the payment of vendors, awards and licenses. Oversee payment process for hundreds of contract and Full Frame temporary staff. Work at the Full Frame event to collect paperwork and insure payment. Oversee payment process for multiple adjunct instructors every semester. Processing appointments and rate adjustments each semester per individual contracts.
Work with the Associate Director on insurance needs (CDS owns its own property and therefore maintains separate insurance policies for some things and is covered through the University Risk Management program for other insurance needs). Work with insurance agency to find competitive rates. Obtain Certificates of Insurance for multiple CDS venues where CDS has a presence.
Perform other related duties incidental to the work described herein. Direct supervisor is the Associate Director for Operations and Finance. The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
The Center for Documentary Studies at Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, genetic information, gender, gender identity, national origin, race, religion, sexual orientation, or veteran status.
Work requires accounting and financial and/or business background generally equivalent to bachelor degree programs.
Work requires 5 years related financial, accounting and business administration experience, preferably in the non-profit sector, to acquire competence in applying general accounting, financial, and budgeting principles and coordination of major administrative functions. Strong communication, customer service, and organizational skills are also required.
TO APPLY: Two steps are necessary.
1) Send cover letter, resume, salary history, and three references to firstname.lastname@example.org or to the mailing address below. (References will not be called without the candidate’s knowledge.)
Business Manager Search
Center for Documentary Studies
1317 West Pettigrew
Durham, NC 27705
2) Go to the Duke University jobs site https://careers.duke.edu/ and follow the instructions to submit an application for the following requisition number: 51881
DEADLINE: Applications will be accepted and reviewed on a rolling basis until the position is filled.