ADMINISTRATIVE COORD, STUDENT AFFAIRS, OVP

Updated: about 1 month ago
Location: Durham, NORTH CAROLINA

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.

               Administrative Coordinator

Job Family/Level/Code:            28 / 12 / 1493

Department:                              Office of the Vice President/Vice Provost, Student Affairs

Supervisors:                               Associate Vice President/Dean of Students/Associate Vice Provost

                                                     Assistant Vice President, Strategic Engagement

Position Status:                         Exempt, Full-time, Regular

Staff Supervision:                      Staff Assistants (7); Office Coordinator (1)

Schedule Note:                          Ability to work nights and weekends as divisional activities dictate

Scope of Responsibilities:

The Administrative Coordinator assists the Associate and Assistant Vice Presidents with administration of their respective departments’ financial and operating procedures, business processes, staffing resources, and student-centered programs and initiatives.  Manage preparation of budget, variance reports, and regular financial reporting.  Monitor adherence to University, Division and departmental policies, procedures, and compliance requirements.  Ensure that the needs and priorities of Student Affairs are executed with excellence in collaboration with supervisors and colleagues. Oversee facilities and office operations, and supervises administrative support staff.  Maintain a high standard of confidentiality and discretion.

Duties and Responsibilities:

  • Assist the AVPs and their respective leadership teams in preparing, revising, and advancing budgetary proposals.  Prepare and/or assist with departmental variance projections and regular financial reports. Manage financial processes ensuring cost controls and policy adherence.  Provide training and consultation to staff on financial processes, tools, policies, and expectations.  Approve and monitor spending from endowments and restricted funds to ensure compliance with endowment and gift agreements and prepare stewardship reports and donor correspondence.  Lead preparation of grant proposals, oversee expenses to ensure compliance, and prepare reports to sponsoring agency.    25%
  • Partner with the AVPs in leading both standing and ad hoc working groups in a fast-paced environment.  Collaborates with senior leaders to develop and implement new systems that align with evolving divisional priorities (i.e., COVID-19 efforts, changes to divisional administrative structures, and other change management initiative.  Liaise with all levels of administration and faculty to coordinate and resolve issues.  Champion strategic initiatives by providing assistance with planning, research, coordination and project support.  Track and monitor milestones and action items – provide regular reports.  Ensure that sensitive and confidential data is handled in accordance with University standards and policies.     30% 
  • Manage recruitment, training, and performance feedback systems and processes.  With functional department heads, develop and maintain staff recruitment plans and lead or assist with staff recruitment.  Oversee onboarding  of departmental staff and student employees.  Develop and monitor customer service standards for front line staff.  Supervise administrative support staff for teams in the Dean of Students area with focus on needs, work environment, and productivity.  Establish and monitor performance expectations providing regular employee feedback.  Conduct performance reviews. Oversees processes related to student payroll.  Manage nonexempt payroll processes ensuring accuracy in submitted hours and timeliness in approval to meet payroll deadlines.  Monitor and review justification for overtime and use of temporary employees.      20%                   
  • Collaborate with the strategic communications team and spearhead communications projects for key internal and external audiences. Assist with strategic writing and research regarding Division or department priorities, special projects, development efforts, and institutional planning.  Draft reports for key internal and external audiences.         5%
  • Assist in supporting the Time Away Office by strengthening work flows and partnership with academic deans across schools. This includes partnering with the AVP and Director of the Time Away Office in meetings, communications and reports, and development of new procedures that support students during their time away from Duke.         10%
  • Oversee scheduling and other administrative support processes related to leadership activities, commitments and deadlines. Collaborate on general management of the Office of Student Affairs and other departmental facilities including space assignment.  Handle complex enquiries from faculty, students, parents, alumni, and staff, requiring interpretation and application of University policies, rules and regulations.    10%                                                                                
  • Knowledge, Skills and Abilities

    • Prior management experience; as well as, knowledge of Duke practices, policies, and financial systems is preferred
    • Exceptional business acumen – this position requires a high level of professionalism, customer service, and business acumen
    • Supervisory experience
    • Excellent communication skills, both oral and written
    • Strong organizational and time management skills
    • Keen attention to detail
    • Advanced technical skills (MS Office, Mail Merge, Duke@Work, SAP R/3, web-based applications and academic software); as well as, willingness to learn additional software applications
    • Ability to think critically, strategically, and creatively
    • Dedication to providing exceptional customer service to students, parents, faculty, staff, and vendors
    • Ability to multi-task, manage multiple priorities, and adapt to diverse customer’s preferences and needs
    • Ability to exercise discretion and confidentiality when dealing with privileged/sensitive information

    Minimum Qualifications
    Education

    Work requires a general business background generally equivalent to a bachelor's degree in a business related field.


    Experience

    Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business related field may be substituted for 2 years experience.  OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

    Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

    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.

    Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob 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.


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