Senior Program Coordinator, Career

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 Nicholas School of the Environment (NSOE)'s Student Services Office provides academic and administrative support, services, and leadership for on-campus Master of Environmental Management (MEM) and Master of Forestry (MF) programs, an International Master of Environmental Policy (iMEP) program, undergraduate and doctoral degree programs, a distance learning MEM program (DEL-MEM), and the Career & Professional Development Center. This department supports all day-to-day operations for approximately 350 master's students and provides program coordination for approximately 130 doctoral students and 200 undergraduate students.

This position currently provides operational and programmatic oversight of the Stanback Fellowship program. The position also serves as the primary manager of the annual MEM and MF first year resume review program, and annual data reporting management including the annual summer experience and first destination reports. The position reports to the NSOE Career Center Director and works collaboratively with the rest of the CPDC and Fellowship administrative teams.

This position must handle multiple tasks, work simultaneously with other departments such as the NSOE Business and Payroll offices, and the Office of Development and Alumni Relations. The Sr. Program Coordinator must interact comfortably with students, faculty, alumni, and administrators, and work successfully as part of the Student Services team. This position must have strong financial, computer, analytical, coaching, decision making, event and project/time management skills.

This is a full-time, exempt position, requiring Monday through Friday work schedule on Duke's Durham, NC campus. Some remote work flexibility may be considered dependent upon candidate and business needs. Must be able to work periodic early morning, evening, and weekend hours in support of program events and NSOE activities, and may include occasional travel to the Duke University Marine Lab.

Work Performed

Fellowship Program Manager (50%)

Manage the current Stanback Fellowship program. Make operational and programmatic decisions that have a significant impact on the successful achievement of the Stanback Fellowship program strategies and objectives; develop, coordinate and advise staff regarding program policy; manage application process. Position is responsible for establishing clear policies for both students and alumni/host organization supervisors (50+) to abide by, including considering risk of work performed, work expectations, visa services requirements (Curricular Practical Training), payroll paperwork, hybrid work expectations, COVID-related policies, etc.

Manage $600,000 annual budget, including requesting funding and reporting outcomes to the major donor. Troubleshoot student and employer needs, and account for the overall success of professional student summer experiences. Provide individual and/or group first-year student coaching appointments related to Stanback Fellowship preparation and advisement.

Manage and develop employer and university partner relationships to ensure successful implementation of university-wide fellowship program. Serve as primary point of contact for employer and fellow concerns and issues. Reconcile and communicate resolutions in accordance with NSOE and university policies.

Manage student, employer, and partner communications, including leading presentations to multiple audiences. Ensure relevant policies and information on the NSOE website is current and accurate. Establish and communicate summer course requirement, including coordinating with faculty and NSOE Registrar.

Manage additional or similar career center fellowship or program(s), as directed.

Career Services Program management/support (40%)

Plan, coordinate and administer activities of assigned programs related to the current Career Development Curriculum for NSOE professional students. Duties include developing and implementing procedures, processes, services and systems; train employees in proper methods and procedures and ensure correctness of work.

Plan, coordinate and administer first year resume review program and ensuring general readiness of the first-year professional student population for internships and summer experiences.

Budget for, and coordinate, student and internship host events and other related programs; develop and coordinate new ideas and concepts for program themes, materials and resources to supplement, expand or replace existing program components.

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. Support Career Development and Employer Relations programs within CPDC as needed.

Maintain contact with other programs, offices and departments at Duke 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. Specifically - NSOE business office and payroll office as they relate to administration of summer experiences, including payroll and risk management related to Duke-administered Fellowships and awards.

Prepare budgets and grants; monitor, verify and reconcile expenditure of budgeted funds as appropriate.

Provide staff leadership, specifically for Duke-specific working groups. Participate in Student Services or NSOE hiring committees.

Perform other related duties incidental to the work described herein, but is not limited to:

Student Services Team/Other (10%)

General duties may include:

• Support the School's and University's sustainability and DEI (diversity, equity, and inclusion) and community building initiatives.
• Engaging in Student Services and CPDC team meetings, retreats, team building activities.
• Support general Student Services team activities, events and needs, as directed.
• Actively engage in CPDC collaborations, shared projects, as needed.
• Participate in schoolwide and Nicholas School community events, as appropriate.
• Maintain awareness of student administration of all Duke programs including undergraduate, PhD, and professional school degrees (Fuqua, Law, Sanford, Divinity, Pratt)

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 of personnel so classified.

Preferred Qualifications

• Requires proficiency in Word, Excel, PowerPoint, Qualtrics or survey instruments, email/Outlook. Must have intermediate proficiency in use of spreadsheets and mail merge functions. Must be comfortable with technology.
• Familiarity with Duke systems is a plus (PeopleSoft, Concur, DukeHub, Handshake, Payroll, etc.).
• Demonstrated experience working with students, faculty and/or higher education experience is plus. Strong interpersonal skills are required.
• Demonstrated experience planning and leading events and managing projects required.
• Strong written and verbal communication skills are a must.
• Excellent organizational skills with impeccable attention to detail and follow-through is a must.
• Able to work in a team setting, while also completing projects with little oversight.
• Able to multi-task and prioritize activities according to importance and urgency, often requiring flexibility to adapt to changes.
• Occasional heavy lifting required during events.
• Interest or experience in the environment is a plus.
• Resume and cover letter required for consideration

Required Qualifications at this Level

Education/Training

Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.

Experience

Work requires three years 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.

Minimum Qualifications

Education

Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.

Experience

Work requires three years 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.

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.

---