Employment

  • Associate Director for Administration

    POSITION: Associate Director for Administration
    CLASSIFICATION: Professional Library Staff
    REPORTS TO: Associate Dean for Library Services & Archives
    DATE: Review will begin immediately and will be ongoing until the position is filled.

    The Medical Center Library & Archives is committed to building a diverse and inclusive workplace and strongly encourages applications from candidates of all races, genders, ages, ethnicities, cultural heritage or nationalities; religious or political beliefs; sexual orientations or gender identities; and socioeconomic, veteran or ability statuses.

    The Associate Director for Administration is responsible for the oversight and management of administrative services that support the operations of two separate entities, budgets and facilities - the Medical Center Library and the Medical Center Archives - including financial analysis and tracking of expenses and revenues, human resources and payroll, facility maintenance and renovations, special construction projects, and acquisition of supplies and equipment. Additional roles include establishing and implementing administrative policies and procedures, supervising administrative personnel, working as a primary partner in setting and achieving the goals of the Medical Center Library & Archives, and serving as a member of the Library's planning and management groups.

    RESPONSIBILITIES

    Finance/Budget

    • Manages financial processes and issues for the Library & Archives, assists in interpretation of Duke policies, and provides oversight to ensure compliance with these policies.
    • Provides financial control, analysis and reporting for both departments including analysis of revenues, expenditures and trends and projections for long-range planning.
    • Works with the Associate Dean on the preparation of annual budget and submits the proposed budget for final submission and approval.
    • Prepares routine and special budget reports.
    • Identifies and resolves budgetary problems or issues.
    • Monitors expenditures and makes decisions or recommendations regarding more cost-effective approaches to Library operations.
    • Implements new computer systems used by Duke University in administrative work and ensures staff have appropriate training and resources to use the systems.
    • Negotiates contracts for routine services and provides input into other licenses or agreements as needed.
    • Oversees the expenditure of funds on approved capital budget items and tracks capital items as required by the University.
    • Ensures compliance with financial policies and university procedures.
    • Establishes and maintains secure cash flow procedures.
    • Works with special funds such as endowments and reserved funds, as well as ensuring compliance with grant guidelines set by sponsoring agencies or foundations.

    Human Resources

    • Manages human resources processes and issues for the Library & Archives, assists in interpretation of Duke policies, and provides oversight to ensure compliance with these policies.
    • Manages requests for position upgrades, promotion of librarians, new positions, and other changes in classification.
    • Coordinates and facilitates administrative aspects of the review process for promotion and reappointment of professional librarians.
    • Reviews and critiques performance evaluations and disciplinary actions prepared by all supervisors for all staff before meetings with staff occur.
    • Acts as a confidential resource on personnel policies and disciplinary guidelines for both employees and supervisors.
    • Coordinates the maintenance of accurate and complete personnel records and ensures their security and confidentiality.
    • Recruits new administrative staff and participates in other search processes.

    Leadership

    • Contributes to strategic planning, budget, personnel, and policy decisions.
    • Develops a network of contacts with other Duke School of Medicine departments and services.
    • Coordinates activities of staff in the department and ensures they are aligned with Library priorities and resources.
    • Serves as member of the Medical Center Library & Archives Council.

    Administrative Duties

    • Facilitates short and long range planning for Administrative Services.
    • Supervises and evaluates administrative staff.
    • Coordinates data gathering and reporting for internal and external statistical reports and surveys.
    • Serve as library's representative to business manager and other administrative meetings.
    • Ensures that accurate and current departmental policies and procedures are maintained.
    • Works with Information Technology Services staff to identify needs for upgrading and enhancing systems for Administration.
    • Works with departments and staff on allocation of funds for projects, supplies, etc.
    • Promotes opportunities for training and continuing education for department staff to enhance their expertise in relevant areas.

    Facilities

    • Plans and coordinates renovations, major work and construction projects.
    • Oversees key and security control system.
    • Routinely inspects building and works with appropriate departments on housekeeping, maintenance and security issues.
    • Acts as lead administrator and handles all operational problems during absence of Associate Dean.
    • Tracks the Library's space utilization and updates reports as needed.

    Other Duties

    • Develops and assists with the creation of grant applications, required budget reports and other special projects.
    • Plans and manages relevant projects and events.
    • Identifies solutions to operational issues raised by staff.
    • Interprets library, archives, and university policies for staff and patrons.
    • Serves on and chairs library task forces and committees.
    • Represents the Medical Center Library & Archives at relevant external meetings.

    QUALIFICATIONS

    Education/Experience

    • Work requires a general business background generally equivalent to a Bachelor's degree program.
    • Work requires 3 years related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

    Specific Skills/Knowledge

    Required

    • Knowledge and management of accounting/budgeting and personnel practices.
    • Computer skills including in-depth knowledge of Microsoft Word and Excel.
    • Ability to read and analyze detailed financial reports.

    Desirable

    • Knowledge of Duke University financial systems and/or policies and procedures.

    Other Skills

    • Strong customer-service orientation.
    • Ability to provide leadership in a team-oriented organization.
    • Excellent supervisory and management skills.
    • Excellent interpersonal and communication skills.
    • Well-developed organizational and planning skills.
    • Ability to work independently and as well as collaboratively in a complex, fast-paced environment.
    • Demonstrated initiative and flexibility in adapting to change.
    • Knowledge and interest in expanding and changing library environments and technologies.
    • Strong computer skills and understanding of IT applications in business.

    TO APPLY

    All applicants are encouraged to submit a cover letter of statement of interest in the application system.
    Internal applicants: Complete the online application for Duke employees on the Duke Human Resources Website for requisition ID# 4905.
    External applicants: Complete the online application on the Duke Human Resources Website for requisition ID #4905

    Duke is committed to building an inclusive and diverse university community. Every student, faculty, and staff member - whatever their race, gender, age, ethnicity, cultural heritage or nationality; religious or political beliefs; sexual orientation or gender identity; or socioeconomic, veteran or ability status - has the right to inclusion, respect, agency and voice in the Duke community. Further, all members of the University community have a responsibility to uphold these values and actively foster full participation in university life.

Our Commitment to Diversity and Inclusion

Medical Center Library & Archives

Recognizing that diversity sparks creativity and enhances innovation, the Duke Medical Center Library & Archives is committed to advancing diversity, inclusion, and equity throughout our organization. We strive to establish a climate that welcomes and affirms the contributions of all our staff and the Duke community.

This is ongoing work: we commit our organization and ourselves to diversity, inclusion, and equity – values that make us a better, more effective library. Through continued dedication to these values, we seek to sustain a welcoming community that fosters inquiry, discovery, and innovation.

Duke University Community

Because diversity is essential to fulfilling the university’s mission, Duke is committed to building an inclusive and diverse university community. Every student, faculty, and staff member — whatever their race, gender, age, ethnicity, cultural heritage or nationality; religious or political beliefs; sexual orientation or gender identity; or socioeconomic, veteran or ability status — has the right to inclusion, respect, agency and voice in the Duke community. Further, all members of the University community have a responsibility to uphold these values and actively foster full participation in university life.

About the Medical Center Community

The Medical Center Library & Archives provides biomedical information for inquiry, discovery, and innovation. We are active partners in clinical, research, and educational initiatives within Duke Health. We collaborate with other libraries at Duke University and with our consortial partners in the Triangle Research Libraries Network. Our extensive electronic, print, and archival collections support the faculty, staff, and students from the School of Medicine, School of Nursing, and the Duke University Health System.

The 2020 US News & World Report ranked Duke's School of Medicine (#13) in Best Medical Schools: Research; School of Nursing DNP Program (#2); School of Nursing Master's Program (#2); Physician Assistant Programs (#1); and Physical Therapy Programs (#10). Duke University Hospital was #19 on the 2018–19 U.S. News Best Hospitals Honor Roll and was nationally ranked in 11 Adult Specialties and 9 Children's Specialties.

Duke University is located in the Research Triangle of North Carolina, an area rich in educational, cultural, and recreational opportunities. The Triangle, named for the three cities of Durham, Chapel Hill, and Raleigh, is the home of several institutions of higher education (The University of North Carolina at Chapel Hill, North Carolina State University, and North Carolina Central University) and the Research Triangle Park, internationally recognized as a center for cutting-edge research and development. The Blue Ridge Mountains and the Atlantic Coast beaches are also within an easy drive of the Piedmont.