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Associate University Librarian for Financial and Facility Services

Associate University Librarian for Financial and Facility Services

Duke University Job Location: North Carolina Date Created: 11-21-2022

The Associate University Librarian (AUL) for Financial and Facility Services has overall responsibility for the financial affairs and administrative operations of the Duke University Libraries (DUL). The AUL leads and manages Business Services, Facility and Distribution Services, and the Library Service Center. In all aspects of their work, they promote teamwork, mutual respect, and open communication. The AUL for FFS will be joining DUL at an exciting time of transition with a newly appointed Vice Provost for Library Affairs and several new Associate University Librarians. As a member of the Duke University Libraries’ Executive Group, they will help lead the development of a strategic vision for the Libraries as Duke enters its second century and embarks on a capital campaign. That vision and the collaborative planning to follow will be grounded in the DUL’s commitment to anti-racism, inclusion, and accessibility. With a new leadership team in place and a strategic planning process underway, the scope of responsibilities for this position may evolve. Responsibilities
  • Provides leadership and oversight over the Finance and Facility Services Division, which includes the Business Services, Library Service Center, and Facilities and Distribution Services.
  • Monitors the Libraries’ financial performance and identifies and/or leverages resource requirements and capacity to meet the goals established by the Vice Provost for Library Affairs and the Executive Group. Ensures compliance with Library and University policies for resource use and reconciliation.
  • Directs budget preparation and administration, including budget development, variance projections, and annual budgets; coordinates operational, capital project, and financial reporting; reviews, approves, and/or advises approval regarding budgeted actions, and prepares recommendations on unbudgeted actions.
  • Provides financial administrative support for grants from the development of proposals through stewardship and reporting of the awards; serves as the point of contact with Duke’s Office of Sponsored Programs staff.
  • Collaborates with staff across the Libraries and Duke in the development of sound fiscal and administrative policies and procedures.
  • Manages the Effort Certification Program for the Libraries and works with OSP to ensure timely reporting compliance.
  • Analyzes and evaluates financial implications for business proposals, contracts, new initiatives, and special projects.
  • Works with the Executive Group and Director of Organization Development and Human Resources to develop annual and long-term compensation plans that address the libraries’ strategic and operational needs.
  • Represents library interests with relevant University departments to facilitate and act on financial, facilities, and administrative actions. Serves as the Libraries’ liaison with the Provost’s Area Management Center and is a member of the Academic Financial Leadership Group, and other committees as appropriate.
  • Negotiates, manages, and prepares contracts for the LSC and other library auxiliary activities; the primary focus is on contract negotiation and oversight.
  • Ensures the overall safety and security of individuals and the Libraries’ assets in coordination with Facilities and Distribution Services, campus police, and outside entities.
  • Prepares statistical and other reports responding to requirements and requests of the University, library, state, federal, and other agencies.
  • Directs and coordinates the internal audit program of the library to include the review of policies, procedures, key processes and workflows, inspection of physical operations, and investigation of irregularities and errors; prepares reports and analyses setting forth the findings of audits with appropriate recommendations and follow-up.
  • Performs other related duties incidental to the work described herein.
Supervisory Responsibilities
  • Overseas a division of approximately 17 FTEs, with 6 direct reports
Qualifications It is the expectation that all Duke University Libraries staff members will demonstrate exceptional workplace behaviors in the execution of their specific position responsibilities. These behaviors are customer focus, collaboration, creative problem solving, continuous learning, and a commitment to creating a culture of inclusion that values and respects the diversity of perspective, background, and experience.  In addition, managers and supervisors are expected to help develop a common vision by providing clear direction and priorities, clarifying roles and responsibilities, and promoting mutual understanding through effective communication.  They are also expected to take the time to effectively plan and evaluate performance, provide feedback, recognition, and coaching, and develop employees to achieve their personal and organizational goals.   Education: Required: Work requires a Bachelor's degree in Business Administration, Accounting, or a closely related field.   Preferred: A Master's degree in Business Administration, Accounting, or Library Science or Certified Public Accountant.       Experience: Required:  Work requires a minimum of eight years of progressively responsible experience in administrative management, including proficiency in budgeting, grants and contracts, personnel supervision, and space and facilities management.   Preferred:  Demonstrated commitment to diversity, inclusion, respect, and accessibility; a leadership style that promotes teamwork, multi-channel communications, and consensus building; creative and innovative problem-solving with a record of achievement in policy formulation, strategic planning, and project administration; detailed knowledge of project management techniques and a demonstrated ability to estimate scope of a project and bring it to completion on time and budget; excellent interpersonal, presentation and oral and written communication skills; demonstrated ability to analyze work processes and introduce appropriate solutions for greater efficiency of operations; ability to work independently and as a member of a team; demonstrated commitment to providing outstanding customer service to internal and external constituencies.   Prior experience working in an academic research library; an understanding of the role of the library in teaching, learning, and research as well as the changing nature of the information environment; prior grants administration experience; working knowledge of an enterprise financial management system, i.e., SAP R/3. Working Conditions
  • Normal office environment
  • Occasional weekend work required
  • Occasional travel required
These statements are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position. This description is subject to change at any time. Salary and Benefits Salary dependent on qualifications and experience. Comprehensive benefits package includes 20 days vacation, 14 holidays, 12 days sick leave; health, dental, disability and life insurance and support for professional development and training. Environment Since its founding in 1924, Duke University has grown into one of the most prestigious private universities in the world and its medical center ranks annually among the top in the nation. The Duke University Libraries are the shared center of the university's intellectual life, connecting people and ideas. The Libraries consist of the Perkins Library, Bostock Library, Rubenstein Rare Book and Manuscript Library, Lilly Library, and Music Library, and the library at the Duke Marine Laboratory in Beaufort. Duke's library holdings of 6.2 million volumes are among the largest of private universities in the United States.   Duke is a diverse community committed to the principles of excellence, fairness, and respect for all people. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. We believe that when we understand, celebrate, and tap into our uniqueness to creatively solve problems and address shared goals, our possibilities are limitless. Duke University Libraries value diversity of thought, perspective, experience, and background and are actively committed to a culture of inclusion and respect.   Duke's hometown is Durham, North Carolina, a city with vibrant research, medical and arts communities, and numerous shops, restaurants and theaters. Durham is located in the Research Triangle, a growing metropolitan area of more than one million people that provides a wide range of cultural, recreational and educational opportunities. The Triangle is conveniently located just a few hours from the mountains and the coast, offers a moderate climate, and has been ranked among the best places to live and to do business.   Duke offers a comprehensive benefit package which includes both traditional benefits such as health insurance, leave time and retirement, as well as wide ranging work/life and cultural benefits. Details can be found at:  http://www.hr.duke.edu/benefits/index.php. Application An electronic resume, cover letter, and list of 3 references should be submitted at https://careers.duke.edu/ - Search for Requisition ID # 219969.  Review of applications will begin immediately and will continue until the position is filled.   Applications which are missing any of the components listed above will not be reviewed.   Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.   Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, genetic information, gender, gender identity, national origin, race, religion, sexual orientation, or veteran status. The Duke University Libraries have a strong commitment to Affirmative Action and is actively seeking to increase the racial and ethnic diversity of our staff.

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