PROGRAM COORD (Durham, NC, US, 27710)
Durham, NC - May 13, 2022
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.
The Program Coordinator in the Department of Civil and Environmental Engineering (CEE) at Duke University coordinates departmental activities related to the CEE master’s programs, serves as assistant to the Chair, plans and coordinates departmental events, and perform administrative duties critical to department operations.
Work Performed: Assistant to the Chair Manage complex calendar on behalf of Department Chair; arrange and facilitate logistics for appointments; manage schedule using independent judgment to prioritize needs, including meetings with graduate students, senior ranking officials within and outside the University; review e-mail for inquiries requiring immediate response; coordinate and facilitate extensive national and international travel; monitor and clear p-card expenses; perform daily office tasks as needed; assist with the preparation of reports, documents, and letters as needed.
Assist the Chair in duties as assigned or delegated to provide services designed to meet the needs of the Department, faculty, students, staff, as well as Pratt School and University senior administration.
Create and maintain systems for communicating information on behalf of the Chair.
Oversee incoming correspondence and requests for the Chair’s attention; route problems and correspondence to other staff members as appropriate.
Answer Chair’s email and urgent phone calls or mail as needed.
Manage budget for special projects and conferences.
Compose letters and statements utilizing resources to confirm interpretation and application of University policies, rules and regulations monitor follow up on all correspondence that requires.
Aid the Chair and coordinate with the Dean’s office in organizing logistics in support of large scale research proposals such as Center proposal preparation.
Coordinate Chair’s interactions with offices within the Pratt School related to activies such as Entrepreneurship, Fund raising, Diversity and Inclusiveness as well as Masters programs.
Represent the Chair as may be needed and utilitizing resources in executing the Chair’s policies in the absence of Chair. Supervise student workers and assign workload.
Manage CEE Graduate Programs Collaborate with Chair to plan, coordinate and administer activities to keep the CEE Doctoral and Master’s programs running critical to the academic instruction in the department, and provide assistance to the Chair and the Director of Master Studies (DMS) in developing and implementing procedures, processes, services and record keeping systems.
Serve as departmental advisor on program program policies, consulting with CEE faculty, staff and the DMS and DGS as necessary. Handle student grievances by serving[RD1] as the primary point of contact for Master’s students who are experiencing personal or academic concerns and utilizing departmental and campus-wide support systems to resolve student issues.
Serve as the interface between CEE Master’s students and faculty, the Pratt School of Engineering, and the Graduate School.
Manage informational database of all enrolled Master’s students including their advisors, program progress, and contact information.
Make operational and programmatic decisions with significant impact on the successful achievement and implementation of the CEE Master’s program to include evaluation, interfacing Masters and Doctoral program requirements, and work with the Department Manager in allocating funds supporting graduate student activities.
Coordinate with CEE Directors of Graduate Studies to plan and implement departmental activities, graduation, summer programs, recruiting, admissions, orientation, dissemination of departmental information, and making decisions on website information describing graduate programs.
Monitor and track compliance of CEE Master’s students with departmental and Pratt School of Engineering academic requirements.
Liaise with other Pratt Master’s Coordinators and Pratt Graduate Student Program & Services team members to monitor and evaluate program effectiveness, and to assess student and departmental needs, creating and implementing effective changes.
Maintain database of Master’s student contact and academic records; ensure that students complete all departmental, Pratt, and Graduate School requirements; maintain cumulative departmental records and aid Directors with departmental reporting and analysis.
Coordinate faculty participation on CEE Master’s exam committees; provide reports to departmental leadership as well as to individual faculty members.
Coordinate with DGS and staff assisting the DGS to formulate and ensure harmonized policies for cases where Masters and Doctoral study administration overlap.
Coordinate public relations activities to include conceptualizing and writing newsletters, promotional materials, publications, press releases, ads and fliers; develop plans and schedules for release of publicity materials.
Manage and use appropriate communications and social media tools to disseminate information about departmental requirements and policies and campus-wide graduate student opportunities.
Budget for, and coordinate, public events, social and service activities, and other related programs activities.
Vreify and reconcile expenditures of budgetd funds.
Coordinate with Director of Master’s program to develop and new ideas and concepts for program themes, materials and resources needed to support programming, and to expand, update or replace existing program components.
Liaise with other programs, Duke departments and offices (Duke Graduate School, Pratt School of Engineering, Duke Visa Services, and International House etc.) on behalf of Master’s students to coordinate program business and to accomplish program objectives; interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.
Department Event Planning Provide support and coordination for departmental wide events to ensure activities run smoothly and follow appropriate protocol.
Monitor expenditures of budgeted funds as appropriate.
This position will be responsible for the logistical planning and execution for the following activities: CEE faculty meetings, CEE Bi-annual faculty retreat, CEE annual holiday department gathering, CEE weekly seminars including speakers schedule and travel arrangements, Master’s program events and student socials, and other events as necessary. Prepare, verify and reconcile expenditures of $30,000 annual seminar budget.
The above statements are intended to describe the general nature and level of work being performed.
They are not intended to be an exhaustive list of responsibilities, duties, and skills required for the position.
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.
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 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 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.
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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.
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Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.