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.
Occupational Summary
The Academic Council’s Program Coordinator is responsible for planning, coordinating, and advising on various activities or policies that are key to the Academic Council’s success. The Program Coordinator will apply knowledge and skills to resolve complex as well as general departmental matters. Applicants must have a demonstrated ability to work independently while also having the professional skills to interact successfully with senior leadership, faculty, staff, and outside entities.
Work Performed
Make operational and programmatic decisions that advance the Academic Council’s objectives; coordinate, advise, and liaison with other offices, staff, faculty and administrators regarding the Academic Council’s bylaws and stated objectives.
Plan, coordinate and administer various activities, including (but not limited to) the following:
- Oversee the annual election of faculty members to the Academic Council and ECAC, and the biannual election of the Academic Council’s Chair. The Academic Council has over 100 elected members, with more than 3400 faculty members eligible to serve. The annual election is therefore a complex process, taking 10 to 12 weeks to complete. The Program Coordinator is responsible for all aspects of the election, including the acquisition of appropriate software, setting up databases, trouble-shooting any technological problems and addressing questions or issues from faculty as voting occurs. Similarly, the Program Coordinator has responsibility and oversight for the annual election of members to the Executive Committee of the Academic Council and the biannual election of the Chair to the Academic Council.
- Create and implement programmatic surveys and other outreach materials to facilitate communications between ECAC, the Chair, and faculty in all of Duke’s schools and units. This includes monitoring and evaluating the Academic Council’s mission and effectiveness using qualitative and quantitative research techniques.
- Design procedures to improve the outreach and effectiveness of not only the Academic Council and its Executive Committee but also other committees of the Academic Council, i.e., the Faculty Compensation, Faculty Scholars and Faculty Hearing Committee. Additionally, throughout the year, the creation of various ad hoc committees are established at the discretion of the Chair and its Executive Committee and the Program Coordinator will be the primary liaison for the work and direction of those.
- Manage and regularly update the Academic Council’s website. The Program Coordinator will determine the content and posting of various materials and media to the Academic Council’s website (note that the Council’s website is widely known as a valuable resource for faculty at Duke and contains information beyond that of materials related to the meetings of the Academic Council).
- Direct, coordinate, and oversee communications between the Academic Council’s Office, Duke Web Services, and Duke OIT to fulfill the above objectives and when election and/or website infrastructure needs or upgrades require management, handling or additional expense has to be incurred and approved.
- Maintain the university-wide faculty email database (3400+) and manage regular all-faculty email communications via the Emma application.
- Prepare budgets for, and coordinate, various events of the Academic Council and its Executive Committee; reconcile expenditures made.
- Develop and coordinate new ideas to supplement or expand existing practices of the Academic Council and its various committees.
- Prepare complex/detailed agendas, materials, reports and memos for and from the work of the various committees of the Academic Council; provide written remarks for the Academic Council Chair for the meetings of the Academic Council; monitor email received to the acouncil@duke.edu and the acchair@duke.edu accounts and answer as appropriate.
Perform other related duties incidental to the work described herein.
Education / Training / Other skills:
- Work requires analytical, communications and organizational skills generally acquired through the completion of a bachelor’s degree program.
- Two to four years of related program administration experience or involving academic, instructional or managerial experience to acquire skills necessary to plan, manage and implement a variety of activities and projects.
- Strong knowledge and experience in the following: Drupal, CSV, Emma, Qualtrics, Excel, PowerPoint and database management.
- Skills using logic and reasoning to identify alternative solutions to problems; excellent oral and written communications skills; exceptional organizational skills and attention to detail.
- Ability to work independently and see projects through to completion.
- Enthusiasm, resourcefulness, flexibility and the ability to multi-task and prioritize activities according to importance and urgency.
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 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.
