Duke University Job Description
DIR, GLOBAL ADMIN SUPPORT
|Job Code: 2987|
|Job Level: 16|
|Revised Date: 06/01/2016|
|Job Family: JF 28|
The Director, Global Administrative Support will serve as an initial point of contact for global program leaders and participants seeking advice on planning, global activities or resolving particular administrative challenges in operating global programs; provide day to day leadership of efforts to plan and deliver coordinated administrative support across multiple offices, including needs assessment, project planning and management and outcomes assessment; and, maintain shared infrastructure for coordinated administrative support, including Global Support Website and associated documentation of policies and procedures.
Serve as central resource for information dissemination/training with respect to Duke's comprehensive strategy for administrative support of global programs. Prepare and maintain documentation as well as presentation and other materials. Establish and execute communications plans. Maintain a central inventory of programs in country, strategies deployed and rationale and compliance requirements (statutory reporting and timelines). Solve complex and unstructured problems in collaboration with appropriate stakeholders.
Serve as Single Point of Contact for faculty and staff on administrative issues, coordinating with key administrative support functions including, but not limited to, Human Resources, Procurement, Payroll, Accounts Payable, Treasury and the University Counsel's Office. Understand programmatic needs and central support needs, developing a strategy to balance compliance and operational efficiencies. In the event that an in-country support person is necessary and hired, set up field offices and train in-country support on Duke policies.
Establish presence in Trent Hall for faculty with the goal to proactively administer international grants and address challenges before they become problems, as well as to provide a central hub for continuous improvement around the management of international awards. Serve as the face of international grants administration to the Campus and DGHI faculty. Serve as a faculty advocate, assisting researchers with navigating the various administrative policies and offices that provide international oversight. Furthermore, the director will be responsible for generating a body of historical knowledge by documenting lessons learned, developing best practices, and disseminating this information to the larger international-grants team.
Provide project management support for global administrative support initiative. Convene ad hoc and permanent working groups, as necessary, to develop solutions to operational and operational policy development issues. Work collaboratively with customers and process partners, peers and leaders as needed.
Research best practices in supporting institutional global activities, developing relationships with peer institutions in the global arena. Document options and make recommendations to functional owners on strategies to deploy in country. To the extent possible, develop consistency in process across programs and countries.
Research vendors in country and make recommendations to functional owners on selection process. Run point on any and all aspects of vendor selection and maintenance process.
Serve as functional owner of the global support website, including development of a central location to answer international questions (FAQs) and policies. Also, responsible for content maintenance.
Perform other related duties incidental to the work described herein.
Required Qualifications at this Level
Work requires organizational, analytical, and communications skills normally acquired through completion of a bachelor's degree program. Position requires innovative, creative, highly motivated, team-oriented individual. Requires a proactive and positive business approach focused on meeting current and future needs based on research and careful planning. Requires ability to work independently and thrive in an unstructured environment.
Work requires a minimum of 5 to 8 years of related experience including explicit international administrative experience or an equivalent combination of relevant education and/or experience
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
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.