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.
Job Description: This is a 12-month, 40-hour week position. It reports jointly to the Director of the Undergraduate Research Support and provides primary administrative support, including communications, outreach and event planning, to the Undergraduate Research Support Office of Trinity College.
Education/Training: Bachelor’s degree preferred; three years of experience in an academic setting and familiarity with academic policies, programs, and regulations required. Demonstration of strong leadership, organizational and time management skills, attention to detail, accuracy and good written and oral communication skills; Should have familiarity with website design and editing software, preferably Drupal, knowledge of Excel, Word, PowerPoint, Qualtrics, and databases; knowledge of Duke financial accounting and hiring procedures; familiarity with imaging system for documents; willingness to learn additional software applications. Dedicated to providing exceptional customer service for students, faculty, staff, and parents; skilled communications strategies; awareness and empathy for diversity and bias issues; ability to multi-task, manage multiple priorities, and adapt to preferences and needs of the office.
Administrative and Financial
- Manage application process for URS student research funds, including opening and closing application portals, processing applications for completeness and guiding them through approval process with the Director. Manage deadlines and timelines to ensure applications are submitted smoothly.
- Manage distribution of awards for over 200-250 URS grants, awards, and assistantships annually.
- Work with departmental payroll representatives to ensure funding for small grants, including initiation of JVs as necessary.
- Initiate and process travel and out-of-pocket expense reports for travel grants.
- Initiate and process non-comp payments for summer and academic year funding.
- Maintains timely notifications and communications with all grant applicants, recipients, and their mentors.
- Work with Director to assess efficiencies of office procedures for application processing, grant notification and distribution and make suggestions and operationalize improvements.
- Maintain, review, and reconcile financial records for the URS office.
- Work closely with the director and business manager to create and maintain a comprehensive, accurate, and frequently updated budget for URS
Events and Communications
- In collaboration with the Director, assume responsibility for planning and implementation of annual Research Symposium poster session; update website and download registrations for symposium; prepare abstract collection and publication; obtain and coordinate the assistance of other office members and campus partners as needed to complete preparations and to staff the Research Symposium forum. Coordinate catering, publicity items, and communications with campus partners for this event
- In collaboration with the Director, assume responsibility for planning and implementation of information sessions, workshops, and presentations and any other URS-hosted events.
- Represent the office at University-wide tabling events, such as Blue Devil Days and First-Year Orientation.
- Assist in the development and implementation of public relations plans, including marketing and outreach activities, for URS Office.
- Assume responsibility for managing communications to the URS email account and work closely with the Director of Communications for Arts & Sciences to implement a successful overall communications strategy, including effective use of social media for the URS office
- Maintain and regularly update the URS office website, including maintenance of a comprehensive database of research opportunities, crafting and posting student research stories, events, workshops and conferences of interest to student researchers.
- Supervise student workers, as needed, in specific tasks related to communications and event planning.
- In conjunction with the Director, develop and implement meaningful URS programming for students
All staff assist with staffing of office-wide and college-wide events including Graduate and Professional School Day, Visible Thinking Forum, and Commencement.
Perform other related duties incidental to the work described herein. The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required. All staff contribute to the overall efficiency and effectiveness of the Academic Deans office
Minimum Qualifications
Education/Training
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 involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Skills
Ability to provide guidance and direction to subordinates, including setting standards and monitoring performance.
Skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems.
Skills evaluating program performance, summarizing findings, communicating results, and forming an action plan.
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, and coordination of people and resources.
Job Code: 00002321 PROGRAM COORD
Job Level: 10
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 essential job 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.