Duke University:
Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.
This Program Coordinator position serves as an Assistant to the DGS, DUS and Editor of the GRBS publication.
I. DGSA Responisbilities
A. Grad Recruitment
Assist with the graduate student recruitment process for the Department of Classical Studies; provide information to prospective students; respond to prospective student inquiries.Receive and organize application materials for each candidate; circulate materials among faculty members; maintain and archive files according to university policies.Organize prospective student visits; plan events for recruitment week including scheduling interviews with prospective students with faculty members.Arrange travel for visiting students and organize accommodations while on campus.Organize campus events including current grad student involvement (lunches, dinners, etc.).Coordinate prospective students with current graduate students to give prospective students a personal view of life as a grad student at Duke.,Process travel reimbursements for prospective students and hosts; prepare report of events and expenses for Graduate School. B. Assistance to Grads
Provide assistance to current and incoming graduate students with the preparation of fellowship applications.Serve as the first point of contact for graduate student inquiries; address student requests and concerns; resolve problems as appropriate.Arrange independent study courses as needed.Coordinate schedules for graduate students needing to defend their dissertations and schedule accordingly with their committees.Provide Assistance to graduate students when they are applying for travel grants.Maintain student files; communicate with students, faculty on their PhD committees, and appropriate deans about requirements and forms, and the submission of required documentation for their degree; compile and maintain alumni information.Regularly update googlefiles of progress for graduate students (that the grads can see) with their courses and exams each semester and send them to each student and the DGS at the end of each semester for review.Assist the DGS as a departmental Disability Services Liaison for graduate students (keeping paperwork on file, and making sure student accommodations are met, especially around exams).Prepare regular and special reports, including budget for Graduate Students, by compiling and analyzing various data, compose written materials including letters to prospective graduate students, award letters for funding, directives, etc. C. Assist DGS
Assist the DGS in the Department of Classical Studies; assist in preparing reports summarizing student information and follow-up on information from the director at the beginning of the academic year.Schedule and administer all grad assessments (diagnostic, qualifying, preliminary, diss prospectus, 1st chapter defense, defense) and associated record keeping, where necessary.Schedule and arrange to be on-site to help administer preliminary exams, or designate a proxy.Manage DGS Box folder.Monitor the DGS budget to ensure accuracy.Assist the DGS with any other needs required to help graduate students.Responsible for working with the Department Chairman to schedule courses.Coordinate room assignments for courses and assist faculty to arrange rooms outside of the department for guest speakers or seminars.Serve as liaison for various university constituencies including The Graduate School, alumni, department faculty and staff, university administrators, faculty and staff of other institutions, and the general public; attend training and information sessions to keep abreast of policies and procedures; recommend policy and procedural changes to colleagues and administration through attending and participating in meetings.Assist the DGS to write annual assessment reports (gather and analyze data, help draft report, etc.).Create outreach materials for prospective graduate students.Develop and maintain graduate/undergraduate alumni web resource for networking. Administrative Responsibilities for Department DUSAMaintain order and confidentiality of undergraduate student records; communicate with students, DUS, and appropriate deans about requirements; assist with certifying degree candidacy; compile and maintain alumni contact informationAssist DUS with the preparation of new course approvals and course revisions, and ensure maintenance of department information in the DSV and in STORM including course scheduling, room assignments, and course synopses; advertise under-enrolled classesMaintain an up-to-date course list showing courses, enrollments, and instructorsAssist with updating the faculty database, making sure faculty curriculum vitae are current, along with maintaining current departmental information on the facultyCompose written communications for the DUS as neededVerification of degree requirements and notifying the DUS of any variances or deficiencies of graduation requirementsPlan and oversee all aspects of Orientation, Majors Fair, and Visitation Days as well as Graduation, including the follow-up repo11s for the department and other administrative officesMeet deadlines for submission of grades (Registrar's Office), graduation requirements (Registrar), course synopses (University Bulletins Office), Undergraduate Handbook (PreMajor Advising), and course offerings (Registrar's Office)Assist in writing annual undergraduate assessment reports by gathering and analyzing dataDevelop and maintain undergraduate web resource networking Payroll ResponsibilitiesProcess graduate student payroll actions for both compensatory and non-compensatory payrolls in iForms for the Department of Classical Studies; initiate hire forms, transfers, rate changes, supplemental payments, etc. as needed for approval by the Business Manager; collect and submit supporting documentation such as I-9's, Biographical Data Sheets, approval for extraordinary payProcess bi-weekly payroll actions in iForms for the Department of Classical Studies; initiate hire forms, transfers, rate changes, supplemental payments, etc. as needed for approval by the Business Manager; collect and submit supporting documentation such as I-9's, Biographical Data Sheets, approval for extraordinary payMaintain accurate personnel information in departmental files and databases including iForms, Graduate School WebApp (GSSF), etc.Serve as first point of contact for graduate student inquiries related to Payroll; address requests and concerns; resolve problems as appropriate.Coordinate any Visa paperwork with the Visa Services Office for incoming Graduate Students as necessary for their payroll issues.Assist any foreign graduate students with necessary documentation needed to obtain their Social Security card for payroll purposes. General Administrative ResponsibilitiesServe as back-up supervisor to work-study student(s) in the absence of the Business Manager, who perform general administrative tasks.Submit Purchase Orders for Business Manager and faculty when purchase orders are needed.Advertise courses (new/noteworthy and under-enrolled) on social media and the department website. Review and archive events, maintain a “fresh” and current view of the site, and update web content with coordination of the Office of Information Technology and Department Chairman.Assist the Business Manager working on APT reviews by pulling course evaluations.Stay up-to-date with current course evaluation software when it changes (currently using Watermark).Coordinate with the Business Manager to manage and publish a department newsletter and distribute to other university with undergraduate Classical Studies programs to help build the graduate program.Assist with building and managing the department alumni connections.Assist in writing an annual glossy and illustrated “How our students spent their research travel money” report. Desired Skills :
Excellent communication skills needed for email correspondence and in-person interpersonal communication, as well as for creating website.
Strong analytical skills/general technical aptitude and willingness to learn new technology to improve efficiency.
Event planning experience/weekend/night availability for programmatic events during the year, as needed.
Payroll Certification desired.
Desired Program Knowledge:
Microsoft Suite programs: Word/Excel/PowerPoint
Adobe Suite Programs/Photoshop/InDesign or design program equivalent
Website Informational and web-based design program: Scholars@Duke/Element/Drupal8/Content Manager
Duke Hub/PeopleSoft/CourseLeaf (CLSS)
Financial budgeting and forecasting/SAP/R3
iForm
Buy@Duke University (purchasing office supplies)
Duke@Work (Concur and Payroll)
Minimum Qualifications
Education
Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.
Experience
Work requires one year of experience in program administration or OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.
Job Code: 00002321 PROGRAM COORD
Job Level: 10
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