UNDERGRADUATE PROGRAM COORDINATOR

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

This position will report to the Undergraduate Program Administrator and will direct the daily operations and coordinate programmatic activities for all the CS Department undergraduate students and Undergraduate Teaching Assistants. The successful candidate will work closely with the Computer Science (CS) Undergraduate Program Administrator and Director of Undergraduate Students (DUS) who provides support to the department's undergraduate program. The work performed will include administrative duties of a complex and confidential nature in support of departmental activities related to the undergraduate program; and implement and coordinate activities for the Undergraduate Teaching Assistant program.

Work Performed

Undergraduate Community Building and Program Management

• Serve as the first point of contact for all undergraduate students who have personal or academic concerns and utilize departmental and campus-wide support systems to help students resolve issues. Act as the interface between undergraduate students, Teaching Associates, faculty, and DUS.

• Liaise with other Duke constituents and related programs for student engagement, research, internships, and employment opportunities.

• Assist with organizing & hosting information sessions and/or webinars, program completion ceremonies, and other special events with many of these taking place in the evening and on weekends both on and off campus including graduation.

• Assist with the coordination and attendance of conferences and student activities including travel arrangements, accommodations, meetings with faculty and students, and social activities.

• Maintain and use appropriate communications and social media tools to disseminate information about departmental requirements and policies and campus-wide student opportunities.

• Maintain and assist with the implementation and use of information dissemination systems across programs, partners, and sites.

• Assist the Program Administrator with providing oversight of partners to ensure the terms of the program agreement are being met.

• Assist the UPA and DUS in day-to-day operations

Summer Program Management

Assist the CS Education Group with organizing the Computer Science Summer program (CS+) which includes organizing talks from computer science professionals and faculty and organizing social activities

• Assist all Computer Science faculty with active summer programs to find opportunities to collaborate

• Participate in engagement activities for CS+ and Plus Programs summer endeavors.

Managing Undergraduate Teaching Assistants

• Coordinate with Undergraduate Program Administrator to plan and implement UTA orientation, student activities, graduation, and summer programs. Work with the Undergraduate Program Coordinator to assess student and departmental needs in each of these areas, creating and implementing effective changes.

 • Assist with maintaining the UTA student roster and ensuring that student information is updated to assist with the onboarding process.

• Assist with the management of program/student issues should they arise to a successful resolution based on existing protocol

• Prepare social security verification letters, collect necessary and supporting payroll documentation, and coordinate new hires.

• Payroll administration for UTAs each academic (fall, spring) semester, post position to JobX per semester, assist program administrator with updating UTA spreadsheet, determine payroll status of UTA, and update payroll as needed.

• Initiate iForms for UTAs, monitor payroll process, and troubleshoot issues.

• Plan, coordinate & administer activities associated with undergraduate computer science students as well as Undergraduate Teaching Assistants. These activities include developing, implementing, and supervising related procedures, processes, and services, as well as communicating directly with students, prospective students, and instructors.

• Assist with data collection, surveys, and tracking of UTA performance amongst courses being served

• Work with the Undergraduate Program Administrator to coordinate social and service activities for Undergraduate Teaching Assistants and assist with record keeping of expenditures.

• Work with the UPA, Business Manager, Department Chair, DUS, and Staff on financial matters related to the UTA program.

• 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 Minimum Qualifications

Education/Training: Master’s Degree in Computer Science or a related discipline. Candidates can have an equivalent combination of relevant education and/or experience.

Preferred Experience:

• Excellent interpersonal skills, attention to detail and possess a project management mindset

• Strong writing and communication skills

• A motivated self-starter who can take broad direction and create specific exemplary products

• Experience with Duke Payroll system a plus

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.

Job Code: 00002321 PROGRAM COORD
Job Level: 10

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 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.