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.

Thoughtful Coverletter (Required)

Resume (Required)

The Undergraduate Program Coordinator is responsible for planning, coordinating, and administering activities within assigned program areas for Duke University undergraduate (UG) students considering and/or enrolled in Nicholas School courses. This role directly supports students minoring or majoring in Environmental Science/Environmental Science and Policy (ENV) or Earth and Climate Sciences (ECS) and provides administrative support for the Marine Science and Conservation major, as assigned. Develop, coordinate, and advise on policy related to assigned major programs. This position is charged with supporting, creating, and implementing undergraduate programs to advance the dean’s initiatives to expand opportunities for undergraduate engagement. This position reports directly to the Assistant Dean within the Student Services Office.

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
The Program Coordinator for UG programs is the central point of administrative contact for all Durham-based UG programs and students administered by NSOE. Position is expected to provide services to NSOE UG students across the spectrum of degrees, certificates, and programs. This position works collaboratively and strategically with faculty Directors of Undergraduate Studies (DUS), Associate Directors of Undergraduate Studies (A-DUS), the Associate Dean for Experiential Education and Undergraduate Research, the Associate Director for Marine Lab Academic Programs, and NSOE and University Registrars. This position works closely with colleagues at the Duke Marine Lab to coordinate efforts and create more synergies between the two campuses.

Academic Affairs 30%

• Serve as primary advisor to all new ENV majors, as assigned. Manage student academic requirements, advise on course selection and registration, advise on program requirements, and manage all administrative requirements necessary for progress toward degree. Correspond with students and affiliated faculty regarding program requirements. Manage documentation and enroll students in independent studies.

• Review advisement reports, email Trinity about course exceptions, and approve for graduation.
• Based on student academic and research interest, identify preliminary faculty advisor assignments for DUS review and approval. Communicate advisor assignments to students and faculty.
• Organize and maintain student records and correspondence for majors and minors in Environmental Science and Policy and for Earth and Climate Sciences.
• Offer office hours and1:1 appointments for undergraduate students.
• Maintain policies regarding curricular information and disseminate to faculty, staff; communicate reminders, notices, and events to faculty and students.
• Serve as primary administrator for undergraduate certificate programs, as assigned. Meet with and recruit students to the certificate(s), support students in course selection and registration, certificate requirements, and monitor progress toward completion.
• Plan, advertise and manage Graduation with Distinction events for all undergraduate majors (two per year), including scheduling event dates; approve students for presentations; arrange presentations; and manage event logistics, the schedule and agenda.
• Update NSOE and Trinity bulletins annually.

Student Engagement 35%

• Serve as primary administrative advisor for newly declared major, minor, and certificate students; create relevant content and produce weekly e-newsletter for students; manage administration needs for individual student focus study courses, Graduation with Distinction, independent study; provide general curriculum advice to majors, minors, and certificate students; identify and advertise new courses within and outside NSOE.

• Liaise between students and faculty and other University entities, as appropriate.
• Create community-building opportunities for prospective and current NSOE undergraduate students in Durham through events, communications, newsletters, etc.
• Collaborate with University Career Center, NSOE Career and Professional Development Center (CPDC), and the Nicholas Institute for Energy, Environment & Sustainability (NIEES), etc. to gather career resources for undergraduate majors. Coordinate with university partners to provide career readiness programming.
• Create programming to communicate pathways for careers that utilize environmental, earth and climate, and marine science career pathways. Includes coordinating career panels, communicating relevant internships, working with the Duke Career Center, NIEES, and the CPDC, activating relevant alumni base, and illuminating and promoting professional trajectories.
• Collaborate with NSOE Communications team, faculty, students, and alumni to highlight student success stories and career pathway stories. Advise to support effectiveness of communications.
• Identify and supervise a group of students across all NSOE UG majors to facilitate conversation and feedback as part of an advisory committee. Develop recommendations for continuous program improvement for DUS and leadership

Recruitment 20%

• Represent NSOE undergraduate programs at Duke-hosted events. Develop and lead information sessions (in person and online), tabling and outreach activities (including Majors Fair, Blue Devil Days), and communications to potential majors and minors and prospective undergraduate students. Manage and implement all event logistics related to events. Serve as primary point of contact for students interested in courses, majors, or minors and advise on major and minor requirements.
• Create and/or collaborate with Marketing and Communications and Associate Director for Marine Lab Academic Programs to create undergraduate recruitment collateral.
• Meet with prospective students to discuss Duke University, NSOE UG programs and opportunities, and the Marine Lab. Collaborate and coordinate with NSOE and Marine Lab UG staff to support recruitment efforts. Create recruitment visit agendas and programming.
• Develop and distribute marketing materials in collaboration with NSOE Office of Marketing and Communications. Coordinate with Marine Lab and faculty.

Program Coordination, Events & Administration 15%

• Lead the NSOE UG Graduation ceremony for all NSOE undergraduate degree programs during Duke’s Commencement Weekend. Communicate graduation event details to students, DUSs, UG faculty. Provide complete list of names, degrees, certificates, honors, distinctions for all graduating students. Develop and coordinate all programmatic logistics and support related to the ceremony. Coordinate with DUSs, Director of Educational Programs, DUML.
• Represent UG programs at meetings, including university-wide DUS-A meetings.
• Manage key data points, including major, minor, and certificate numbers, graduates, Graduation with Distinction numbers, etc. for all NSOE undergraduate programs and provide year-over-year reports for senior leadership, highlighting trends and key talking points. Provide key talking points and data for the dean and DUSs, as needed.
• Ensure website content is current and support social media representation for UG programs.
• Manage undergraduate budget. Advise students on available funding to support student-driven engagement activities. Manage budgets for LaBoskey and Laska awards. Serve as contact for budgetary matters related to UG programming, including coordination of funding for clubs/organizations and graduation events.
• Manage allocation of funds for Sara LaBoskey Research Grant. Manage and direct the application process including review of applications, and recipient(s) selection process. Engage with recipients throughout their research experience.
• Monitor and evaluate program effectiveness through surveys and focus groups. Recommend and implement modifications to improve program effectiveness. Assist in the collection of data required for UG program assessment, including course evaluations.
• Create and maintain FAQ & pre-approved course substitution list for DUSs. Provide training and guidance as new faculty take on DUS position.
• Support CPDC with implementation of annual Stanback Fellowship Program. Serve as primary point of contact for undergraduates interested in the program. Provide administrative support including: communicate with students and employers, coordinate events, troubleshoot issues, provide day-of event support.
• Create and update forms and/or processes to support efficiency and accuracy.
• Support the School’s and University’s diversity, inclusion, and equity initiatives.
• Engage in Student Services team meetings and retreats. Support Student Services team and events including orientation, graduation, MP Symposium, admitted student events, etc. Participate in schoolwide and NSOE community events.
• Position may exercise full supervision over regular Duke staff or student workers.
• Perform other related duties incidental to the work described herein, as appropriate.

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.

Preferred Qualifications

• Resume and cover letter required

• Requires proficiency in Word, Excel, PowerPoint, Qualtrics, email. Must have intermediate proficiency in use of spreadsheets, functions. Must be comfortable with technology.
• Familiarity with Duke systems is a plus (PeopleSoft, DukeHub).
• 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 driven by faculty leadership.
• Occasional heavy lifting required during events.
• Interest or experience in the environment is 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 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.