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Recognition & Operations Coordinator, TIP

Req ID:  5709
Date:  Jul 31, 2019

Durham, NC, US, 27710

Personnel Area:  UNIVERSITY

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.


General Summary

The Duke University Talent Identification Program (Duke TIP) is a nonprofit organization dedicated to serving academically gifted and talented youth in grades four through twelve.  Each year, Duke TIP enrolls nearly one hundred thousand new students in its talent searches through above-level testing, recognizes them for their achievements and provides them with a variety of enrichment benefits. TIP offers accelerated face-to-face and online educational programs to more than eight thousand students each year.  Our organization is driven and guided by five core values: Integrity, Continuous Improvement, Community, Access & Inclusion and Understanding.  Our team members are passionate about the work they do and are always encouraged to express their ideas. We are invested in our staff by providing professional development tools and coaching.


Occupational Summary: 

The Duke Talent Identification Program (TIP) is seeking an individual with excellent critical thinking and event management skills to plan coordinate and administer the operations for all ceremony and recognition responsibilities across both Talent Search programs. The Recognition & Operations Coordinator will manage TIP’s annual 7TH Grade Talent Search 32+ state-level recognition ceremonies to honor 7th grade students who score exceptionally well on the ACT or SAT. In addition, this position will support recognition efforts for the 456th Grade Talent Search students taking the PSAT 8/9, and day-to-day operational activities between both Talent Search programs. This position will report to the Talent Search Director and may require some weekend and evening work to support ceremony operations. 


Work Performed:


Ceremony Implementation (70%)

  • Under the direction of the Talent Search Director, the Recognition & Operations Coordinator will manage and oversee overall operations and implementation for 32+ 7th Grade Talent Search state-level recognition ceremonies hosted at 25+ university campuses across 15 states.
  • Analyze Talent Search annual enrollment data to determine ceremony assignments for approximately 18,000 students, annual material orders, potential new host site locations, and participation capacity. Maintain ongoing ceremony projected/actual reports and participation tracking to manage attendee capacity for all ceremony host sites.
  • Act as host site liaison for all logistical and communication support for ceremony related events. Including collection of general event information, overseeing communication between host sites and attendees, and management of the 25+ individual ceremony webpages. 
  • Set standards for ceremony best practices and provide guidance to universities for supporting supplemental student and family programming. Provide support to implement new student engagement opportunities across hosting universities.
  • Track and manage student and family participation for all state and grand level ceremony functions. Including but not limited to recognition ceremony, campus tours, receptions, information sessions and classroom visits.
  • Solicit, train, and schedule all TIP ceremony representatives. Print, collate, prepare and ship all TIP representatives’ materials to support day of ceremony functions. Including running final attendee reports, rosters with name pronunciations, customized ceremony awards script, and preparation of individual student seating cards.
  • Oversee ceremony related messaging and ensure all customer service recognition inquiries are addresses within a timely manner. Develop and maintain training materials for TIP customer service team and supervise annual seasonal temporary staff to assist with ceremony support.
  • Serve as project owner to internal TIP Marketing and IT departments on all ceremony and recognition related requests, and new project implementation. Including invitations, printed ceremony program development, RSVP portal management, and material orders.
  • In consultation with the 456TH Grade Talent Search Manager assist with developing annual recognition for PSAT 8/9 testers and distribution of awards to those who qualify. 
  • Monitor and evaluate effectiveness of assigned processes; investigate trends, and recommend and implement modifications to improve program effectiveness. Including annual development and administration of surveys to collect feedback from host sites and recognition recipients.
  • Under the direction of the Talent Search Director, build stronger existing and new relationships with partner host sites to drive student, parent, and alumni engagement through expanded locations and supplemental programming.
  • Maintain ceremony materials, supplies and shipping schedules. Track all material shipments to universities, and attendees. Maintain online and in-house inventory.
  • Prepare annual ceremony budget and monitor and reconcile all ceremony related expenses.
  • Research potential university host sites for future ceremony activities.
  • Assist with implementation of the Duke University Grand Recognition Ceremony.


Program Operations (30%)


  • Manage the educator portal that provides the framework and infrastructure that will drive deeper and sustained interactive engagement and enhanced communication through efficient and interactive tools with over 15,000 school and district personnel that provide critical access to students’ enrollment. 
  • Serve as project manager for oversight of all Talent Search financial aid processes and reconciliation across both Talent Search programs.
  • Set, monitor, and implement consistent standards for financial aid processing and reconciliation. Evaluate and monitor financial aid submission process for families and work with internal TIP departments to improve and streamline financial aid documentation workflows.
  • Provide individual Talent Search programs with annual reporting on awarded financial aid. Research and create tracking system for districts who meet the Community Eligibility Provision (CEP) guidelines.
  • Assist With researching and updating customer relationship management (CRM) database to ensure current and accurate data exists for program implementation.
  • Represent or assist Duke TIP at TIP events.
  • Provide administrative support for 456TH Grade Talent Search team on annual writing and illustration contest.
  • Serve as departmental back up for customer service and operational support for both Talent Search programs during high-volume enrollment and testing periods.
  • Other duties as assigned


Skills, Knowledge & Abilities

  • Applicants must have excellent communication skills, both oral and written.
  • The ideal candidate should have strong project management skills and be must be accustomed to serving in high volume customer-support environments.
  • Strong analytic skills, demonstrated ability to work with people in a team environment, and proven organizational skills are required. 
  • High level of proficiency in the following are highly desired: Microsoft Windows word-processing, database, spreadsheet, and desktop publishing programs.
  • Previous event management in higher education is a plus.


Minimum Qualifications




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




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 University 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.


Nearest Major Market: Durham
Nearest Secondary Market: Raleigh

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