Budget Manager

The Budget Manager provides financial oversight and management of units as assigned and their associated budget and financial reporting (BFR) codes. Reporting to the Director, this position is an integral team member in the Provost Area Management Center Business Services team.

This position requires a detail-oriented team player who thrives in a fast-paced, deadline-oriented environment and has exceptional organizational and communication skills; someone who is able to manage multiple priorities, innovate and adapt as the portfolio evolves, and communicate effectively with faculty and staff in a high-functioning environment.

Work Arrangement – Hybrid (Schedule will be determined by the department).

DEPARTMENTAL PREFRENCES

• Experience in higher education or a university financial environment.
• Familiarity with Duke University financial systems and policies.
• Experience with international financial transactions, foreign currency, and study-abroad or other globally distributed program operations.
• Experience with contract review and vendor negotiation.
• Experience with HR and payroll processing for seasonal or temporary staff.

MINIMUM QUALIFICATIONS

Education - Work requires a Bachelor's degree in Accounting, Finance, Economics, Business Administration or a related field.

CPA is desirable.

Experience - Work requires three (3) years of experience in financial management, cost accounting or a field directly related to specialized area of assignment.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Be Bold.

Skills

• Knowledge of budget development, account reconciliation, variance analysis, and internal controls.
• Advanced proficiency in Microsoft Excel, including pivot tables and multi-program tracking files.
• Working knowledge of financial and procurement systems (for example, SAP R/3, Buy@Duke, Concur, and the SBP/PBF budget system).
• Ability to manage multiple concurrent priorities in a fast-paced, deadline-oriented environment with accuracy and attention to detail.
• Exceptional organizational and communication skills, with the ability to advise faculty program directors and seasonal staff on financial policy and process.
• Discretion and sound judgment in handling confidential financial and personnel information.

Core Competencies

• Attention to detail and accuracy.
• Analytical, budgeting, and reconciliation skills.
• Sound judgment; independent decision-making and policy interpretation.
• Strong interpersonal and customer service skills.
• Ability to maintain confidentiality.
• Time management, project management, and follow-through.
• Adaptability as the program portfolio evolves.

Duties and Responsibilities

Budget and Finance (55%)

• Instruct unit finance leads and business managers on complex financial analysis and budget preparation.
• Budget processes include the annual budget, fall and spring projections, outyear plans, and capital planning.
• Track and monitor performance against plans throughout the year.
• In addition, interact with senior academic and administrative officers to advise and assist with the development and preparation of budget materials.
• Compile, analyze, and summarize financial information for annual budget presentations to Provost office senior leadership and participate in the meetings, guiding conversations.
• Provide instruction and guidance to multiple units within the management center on adherence to University and Provost financial policies and procedures, as well as budget compliance.
• Work with units to review monthly analysis of financial performance, including variance-to-budget explanations, overdrafts, expense controls, and financial trends.
• Monitor, verify, analyze, and reconcile expenditures of budgeted funds as appropriate.
• Work to resolve potential problems or concerns while communicating issues to the appropriate program director and escalating when appropriate.
• Oversee monthly reconciliation of expenditures across all programs and operating codes and maintain all financial records.
• Provide project management for each program: determine scope, establish timelines, secure needed resources, and ensure deliverables are completed before final deadlines.
• Prepare detailed variance analyses with clear documentation to support long-term financial transparency and decision-making; variance reports are run and tracked monthly.

Financial Management (25%)

• Review all financial transactions for assigned units to ensure compliance with university guidelines, donor intent, and overall good stewardship of funds.
• Ensure funds are available and transferred. Identify issues and work to resolve any financial items, processing correcting entries and escalating any concerns to the Director.
• Approve all expenditures made against fund codes for the assigned portfolio.
• Manage travel reimbursements, miscellaneous reimbursements, AP check requests, wire transfers, cash advances, purchase orders, supplemental payments and related transactions are submitted with appropriate documentation.

Contract Review (10%)

• Read, review, and provide assessments of the assigned contracts to the Director.
• Work directly with program staff to ensure that contracts are executed in a timely manner.
• When needed, negotiate with vendors on legal and insurance issues in contracts.
• Where contract issues are intractable, clearly document issues and risks to stakeholders.

Other Duties as Assigned (10%)

Perform additional responsibilities as assigned to support departmental operations.

The intent of this job description is to provide a representative summary 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.