ADMINISTRATIVE MANAGER

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Position Summary

The Administrative Manager of Academic Resources and Operations provides comprehensive oversight of the department's academic and research resources while supporting broader operational planning and financial management. The role is responsible for managing faculty start-up packages, discretionary funds, and research space; generating regular financial portfolio reports; and serving as a liaison with the grants management team. In addition, the position contributes to departmental budget development, financial strategy, and operational initiatives, aligning resources to support the department's mission in research, education, and clinical care.

Reporting Structure

This position reports to the Chair of the Department of Anesthesiology for academic initiatives and to the Chief Administrative Officer (CAO) on financial and operational planning.

Key Responsibilities

Financial Oversight & Reporting 30%

* Manage and monitor faculty start-up packages, discretionary accounts, and other departmental support funds.

* Prepare monthly and quarterly financial reports for the Chair, with input to the CAO for broader departmental integration.

* Review grant portfolio overviews and effort

* Support budget development by integrating academic, research, and discretionary fund data into departmental financial planning.

Grants & Academic Support 25%

* Serve as a liaison with the grants management team to maintain an understanding of active awards, pending submissions, and funding trajectories.

* Provide high-level oversight of faculty funding portfolios and effort, ensuring alignment with departmental and institutional priorities.

* Assist faculty in understanding policies related to start-ups, discretionary funds, and allowable expenditures.

Space & Resource Management 15%

* Oversee allocation and utilization of departmental research and academic space, ensuring efficient and equitable use.

* Track and report on space utilization to meet institutional reporting requirements.

* Recommend adjustments to accommodate new faculty recruitment, program growth, or renovations.

Operational & Departmental Contributions 25%

* Collaborate with the CAO on financial planning, reporting, and operational initiatives.

* Provide analyses, forecasts, and recommendations to inform strategic decisions.

* Partner with advancement staff when donor-supported funds are created, ensuring accurate management and stewardship.

* Support leadership in developing dashboards and metrics to track departmental performance.

Compliance & Quality Assurance 5%

* Ensure all financial and research-related activities comply with university, hospital, and sponsor policies.

* Maintain transparency, integrity, and accuracy in financial reporting.

* Implement quality assurance processes to strengthen departmental resource management.

Skills & Qualifications

* Work requires a general business background, generally equivalent to a bachelor's degree in a business-related field.

* Work requires 4 years of related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions.

* A master's degree in a business-related field may be substituted for 2 years of experience.

* Strong financial analysis, budget development, and reporting skills.

* Familiarity with academic funding models, research and compliance requirements.

* Excellent interpersonal and communication skills; ability to collaborate across faculty, research staff, finance teams, and institutional leadership.

* Proven organizational skills with the ability to manage multiple priorities and deadlines.

* Proficiency in Microsoft Excel and financial systems.

* Ability to manage confidential and sensitive information with discretion.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $62,694.00 to USD $107,633.00. 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/