Job description

diversity employer

Continuing Studies

The purpose of this staff position, conceived as 40 hours per week, is to develop, market, and administer the Duke Summer Session for High School Students programs, consisting of both non- credit and credit-bearing programs. These programs recruit both domestic and international participants. One of three Program Coordinators working in this unit, this particular position focuses upon logistics and business processes.

(1) Program Planning & Administration. (approximately 45%)
  • Plan, coordinate & administer activities associated with the program offerings of this office unit. These activities include developing, implementing & supervising related procedures, processes, services & systems, as well as communicating directly with students, prospective students, parents, instructors, school counselors, and others. Critical communications include personally 'selling' the unit's programs to the general public.
  • Maintain existing relationships with partnering organizations & develop relationships with new partners regarding student recruitment and noncredit course staffing.
  • Develop and maintain relationships with various university offices including Conference Services, the International House, the Student Disability Access Office, Duke Youth Programs, the Textbook Store, and others.
  • Manage the admissions processes for 1,200+ applicants to Duke Summer Session for High School Students. Ensure completion of applications by downloading and submitting supporting documents. Compose acceptance letters & create certificates for students. Communicate orally and in written form with prospective students, admitted students, parents, and school counselors. Keep track of course requests, course assignments, receipt of student medical forms, and parental permission forms for laboratory access for minors. Follow up with individuals admitted but who have not paid their deposit or who have paid their deposit but not the balance of their program fee. The Program Coordinator taking the lead on logistics will coordinate & oversee the preparation of invoices, student transcripts, account statements, & letters in response to student requests
  • Organize purchase of materials needed for on-site administrative offices, class support, or extracurricular programming prior to program start.
  • Organize logistics for events, housing, classes, or campus needs prior to program start.
  • Complete all end-of-program tasks such as making storage runs, returning room keys to Conference Services, and conducting dorm room walk-throughs for damage assessment.
  • Work in unison with the Administrative Manager to hire staff and oversee completion of hiring and payroll processes.
  • Work with the office's Business Manager and the members of the Central Operations and Registration team in terms of the receipt of revenue and maintenance of student account records.
  • Provide day-to-day management of the logistical, residential, or academic aspects of the program during the absence of the Administrative Manager who currently travels between eight and ten weeks per year.
(2) Program Execution. (approximately 25%)
  • Act as the Main Office liaison for logistical, residential, or academic aspects of the Duke Summer Session for High School Students programs, under the direction of the Administrative Manager. This responsibility may entail living on-campus for one or more days during the programs' dates.
  • Maintain the highest level of attention to risk management and safety for staff and students.
  • Directly supervise, train, and evaluate certain members the senior administrative staff, who may include the Academic Coordinators, Deans of Residential Life, Directors of Logistics, or the Director of Transportation.
  • Work with the senior administrative staff to train and supervise the Resident Assistants, Office Assistants, Assistant Academic Coordinators, and Teaching Associates.
  • Directly supervise, train, and evaluate the Program Assistants for Summer Scholars in the execution of their orientations and extracurricular events.
  • Serve as the on-site liaison with Duke departments and outside vendors.
  • Work in unison with the Administrative Manager to oversee and address student and staff disciplinary issues.
  • Oversee the day-to-day fiscal management of Summer Session for High School Students when these programs are in session.
  • Bring cultural awareness of working with an international population.
  • Maintain high visibility during sponsored summer programs.
  • Oversee human resource issues such as adherence to payroll paperwork and Duke HR guidelines, training, supervision, evaluation, and conflict resolution.
  • Lead students and staff by means of personal inspiration, support, ownership, and compassionate guidance in potentially challenging situations.
  • Demonstratea thorough knowledge of all staff materials.
  • Be committed to working as a team player and have the ability to work independently when appropriate.
  • Conduct and analyze program evaluations by participants, staff, and instructors.
(3) Program Marketing & Customer Service. (approximately 10%)
Work with Administrative Manager and other Program Coordinators to:
  • Design, carry out, & evaluate marketing activities specific to individual programs.
  • Update yearly publications such as Student Guide for Success, Staff Handbook, Administrative Manual, Guidebook, and web copy.
  • Monitor and submit web updates to the office's Web Editor. • Manage process of obtaining photographs for web and other publications.
  • Oversee set-up and maintenance of blogs for summer programs.
  • Produce printed & electronic brochures & other marketing materials.
  • lace advertisements & track results.
  • Ensure collection of relevant/necessary customer data.
  • Monitor competitor programs.
(4) Financial Matters & Other. (approximately 20%)
  • Monitor, verify, and reconcile expenditures and revenue for the programs.
  • Oversee invoicing and payment processes for partnering organizations and vendors.
  • Monitor all financial arrangements between the office and the partnering organizations.
  • Represent the program unit at summer staff recruitment fairs, counselor visits, the annual meeting of pre-college program administrators, and potentially on student recruiting trips.

Desired Aptitudes & Experience.
  • Experience workingin educational administration with instructors & high school and college students.
  • Computer literacy (word processing, spreadsheets, assessment tools, databases, email, calendar system, etc.).
  • Outstanding oral & written communication skills.
  • Knowledge of basic bookkeeping & financial management; background in business & managing logistics highly desirable.
  • Attention to details & deadlines.
  • Experience in supervising staff.
  • Experience in problem-solving & conflict resolution.
  • Knowledge & experience of other cultures;
  • Customer service orientation, including sensitivity to & comfort in communicating with non-native English speakers.
  • • Ability to work well in a team of colleagues who are developing new programs for both domestic & international audiences.

Requisition Number


Duke Entity

Job Code

Job Family Level

Full Time / Part Time

Regular / Temporary


Minimum Qualifications
Duke University is an Affirmative Action/Equal Opportunity Employercommitted to providing employment opportunity without regard to anindividual's age, color, disability, gender, gender expression, genderidentity, 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 robustexchange of ideas—an exchange that is best when the rich diversity ofour perspectives, backgrounds, and experiences flourishes. To achievethis exchange, it is essential that all members of the community feelsecure and welcome, that the contributions of all individuals arerespected, and that all voices are heard. All members of our communityhave a responsibility to uphold these values.
Essential Physical Job Functions:Certain jobs at Duke University and Duke University Health System mayinclude essential job functions that require specific physical and/ormental abilities. Additional information and provision for requests forreasonable accommodation will be provided by each hiring department.


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


Work requires one year of experience in program administration orinvolving academic, instructional or counseling activities to acquireskills necessary to plan, coordinate and implement a variety of programactivities and events.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

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Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status.

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.





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Job No:
Posted: 1/10/2019
Application Due: 3/11/2019
Work Type: