Departmental Operations and Personnel Manager

Duke Careers • Durham, NC

41d • Onsite

About The Position

The Department of Civil & Environmental Engineering (CEE) is seeking a Departmental Business Manager II to lead the financial, administrative, human resources, and operational functions that keep our innovative academic community running at the highest level. In this pivotal role, you will directly shape the department’s effectiveness by overseeing budgeting, human resources, payroll, personnel management, grant administration, space/facilities planning, and operational policies.

Every day, you will be the connective force ensuring smooth operations across finance, HR, research administration, and facilities. You’ll collaborate closely with the Department Chair, faculty, and staff to support the department’s academic mission while enhancing its administrative processes and culture. If you enjoy solving complex problems, leading teams, and building efficient systems, this role offers the chance to have a meaningful, lasting impact.

Requirements

• Bachelor’s degree in business, management, finance, or a related field.
• At least 3 years of relevant business or administrative experience, including work with financial management, budgeting, personnel practices, and coordination of multiple administrative functions.
• Or an equivalent combination of relevant education and/or experience.

Nice To Haves

• Experience in a university or research environment.
• Demonstrated ability to manage budgets, reconcile accounts, and oversee financial compliance.
• Experience supervising staff and leading cross-functional administrative teams.
• Knowledge of grant proposal preparation, post‑award management, and sponsor compliance.
• Familiarity with HR practices including hiring, onboarding, performance management, and staff development.
• Experience with SAP/R3, iForms, Buy@Duke, and related systems.
• Strong problem-solving skills with the ability to interpret policy and guide faculty and staff on administrative matters.

Responsibilities

• Manage day‑to‑day financial operations and ensure compliance with university policies and procedures.
• Oversee expenditure monitoring, reconciliation, and reporting for departmental funds, including endowments, start‑up accounts, and master's program revenue.
• Prepare financial analyses, identify trends, and advise the Chair on budgetary matters.
• Develop annual operating budgets by analyzing historical and projected expenses and revenues.
• Lead year‑end closing activities, ensuring accuracy and timely submission.
• Supervise accounts payable, reimbursements, journal entries, corporate card processes, and purchase requisitions.
• Assist faculty with proposal budgeting and submission requirements.
• Monitor post‑award spending to ensure compliance with university and sponsor regulations.
• Prepare administrative reports for sponsoring agencies as needed.
• Partner with the Chair to design and maintain an effective administrative structure supporting faculty, staff, and students.
• Lead bi‑weekly staff meetings and coordinate departmental communication channels.
• Support immigration and visa processes by collaborating with Duke Visa Services.
• Advise leadership on HR policies, compensation, performance management, and staff development needs.
• Coordinate hiring and onboarding using SAP iForms and SuccessFactors for regular and temporary staff.
• Supervise the Fiscal Specialist, Grants Manager, and Program Coordinator, ensuring high‑quality performance and professional growth.
• Oversee space planning, facilities management, renovations, and property accountability.
• Ensure smooth coordination of day‑to‑day operational needs, including workflow, staffing, and resources.
• Interpret and implement departmental policies, making decisions on operational matters in alignment with departmental objectives.
• Promote cross‑training and collaboration across the administrative team to ensure consistency and continuity.
• Perform other duties necessary to support the mission and operations of the department.

Benefits

• 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/

What This Job Offers

• Job Type: Full-time
• Career Level: Manager