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Operations Coordinator

3 months ago

Durham, United States Duke University Full time
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.

Academic Programs and Student Affairs

Sanford School of Public Policy
Duke University

OCCUPATIONAL SUMMARY

This position manages operations, projects, procedures, and processes in support of Sanford Academic Programs unit along with some administrative support. The Operations Coordinator, Academic Programs reports to the Assistant Dean, Academic Programs and Student Affairs (Assistant Dean) and provides primary support for the Assistant Dean and the Associate Dean of Academic Programs (Associate Dean) with secondary support to Academic Programs staff and faculty directors of the undergraduate public policy major, Master of Public Policy, Master of International Development Policy, and Public Policy PhD Programs.

WORK PERFORMED

A detailed description of functional areas and tasks follows:

Operations/Project Management
  • General logistical/administrative support and calendar support for Assistant and Associate Deans.
  • Special projects, project management.
  • Engage with day-to-day operational issues and strategize solutions for common tasks across programs/units/offices.
  • Manage purchasing of office supplies, business cards/nametags, and other common use items for Academic Programs.
  • Support unit position searches where appropriate and support onboarding of new Academic Programs staff.
  • Compile standard operating procedures and policies for academic programs.
Data/Assessment/Reporting
  • Assist Assistant and Associate Dean with data collection and reporting needs related to course evaluations, faculty and course enrollments, academic programs, accreditation, annual reports, and other areas.
  • Gather data as requested by internal and external constituents for Assistant and Associate Dean to present and report on.
  • Collect, organize, and file syllabi for Sanford undergraduate and graduate courses; provide syllabi when required or requested.
  • Support program and unit assessment for internal and external purposes, including NASPAA, SACS, and Trinity College and Graduate School assessment reporting.
Communications/Marketing
  • Manage purchase, storage, and distribution of Sanford swag for academic programs recruitment and student/staff support.
  • Assist with internal unit communications via email, teams, and other modes of communication.
  • Make updates and edits to websites for Academic Programs units and related pages.
  • Produce handouts and other printed materials when needed.
  • Assist Assistant and Associate Deans with creating, editing, and distributing reports when needed.
Faculty Hiring/Course Planning/Compensation
  • Assist with the hiring and onboarding process for adjunct instructors.
  • Support the contract creation and distribution process for adjunct instructors.
  • Organize and support the course planning process and work in TAMS (teaching assignment management system) on areas related to course planning, course load tracking, and supplemental compensation.
  • Facilitate the tracking and distribution of supplemental compensation for faculty for honors projects, independent studies, and masters project advising.
Technology/Platforms
  • Manage digital file structure in Teams, DukeBox, various shared drive folders, etc. and make recommendations for better managing digital information.
  • Support the undergraduate and graduate course evaluation process through Watermark, including creation of and reporting of Sanford course evaluations.
  • Create, administer, and pull data and reports from Qualtrics surveys where needed.
Event Planning/Support/Implementation
  • Support academic programs events like Orientation, Commencement, and visitation days.
  • Help to coordinate and schedule Academic Programs unit meetings and retreats and manage academic programs calendar and other general scheduling tasks.
  • Support other Academic Programs staff with program, unit, and school events when needed.
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.

DEPARTMENTAL PREFERENCES

Education/Training

Work requires organizational, communications and management skills generally acquired through completion of an associates or a bachelor's degree.

Experience

Work requires a minimum of 3 years of operations/project management experience.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATON AND/OR EXPERIENCE.

In addition, the successful candidate will possess the following qualities/attributes:
  • Strong operations and project management skills.
  • Comprehensive written and oral communications skills.
  • Strong understanding of and experience with higher education technology/platforms/vendors.
  • Thorough knowledge of higher education and academic programs.
  • Demonstrated experience with event planning/implementation.
  • Proven ability to work independently while functioning as a team member.
  • Strong ability with time management, attention to detail, and managing multiple projects.
  • Cross-cultural communications skills and sensitivity.
  • Customer service orientation.


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.

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.