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.

Perform administrative, accounting, and payroll duties of a complex and confidential nature under the supervision of the Business Manager and in support of the Director of Undergraduate Studies (DUS) in Theater Studies. Plan, coordinate and administer activities of the Theater Studies Undergraduate Program to relieve the DUS of varied clerical and administrative responsibilities. Develop, coordinate, and advise undergraduate students and DUS on policies and procedures related to departmental and university administration.

• Provide support for prospective students submitting an Arts Supplement with their university application. Coordinate supplement review with Chair and Director of Undergraduate Studies and report review results to administration.
• Meet with prospective students interested in Theater Studies and their parents.
• Coordinate class visits and provide departmental tours as appropriate.
• Conduct initial advising meeting with all majors about departmental and university requirements for graduation. Assign faculty advisors to majors/minors. Facilitate faculty advising. Conduct ad hoc advising with students who drop in.
• Coordinate and plan course offerings with Director of Undergraduate Studies each semester. Insure compliance with the Departmental Schedule Validator. Prepare requests for course changes/revisions as required and inform DUS, Business Manager, and Registrar as appropriate.
• Review course offerings with DUS and Chair to insure offerings meet the needs of majors/minors, the department, and the university.
• Prepare requests for all new course approvals. Obtain appropriate approval of DUS and cross-listed departments via on-line Course Approval Database.
• Notify faculty of deadlines and course scheduling procedures. Assist visiting faculty in scheduling courses, preparing synopses, and ordering textbooks. Work with faculty to make course schedule changes of all kinds.
• Answer questions concerning undergraduate program and transmit instructions and other information between departmental administrative personnel, faculty, and undergraduate students. Coordinate with University Registrar to meet deadlines for course schedules and to resolve registration issues.
• Compose letters and emails to undergraduates, prospective students, the University Registrar, admitted but not yet matriculated students, DUSs and DUS-Assistants in other departments, and parents of graduating seniors requiring interpretation and application of departmental policies, procedures, rules and regulations.
• Manage departmental faculty/course evaluation files. Create reports as needed for faculty reviews.
• Organize and manage departmental files related to the Undergraduate Program including student records, reports, and correspondence. Create and maintain databases and spreadsheets to record such data. Compile, interpret, and summarize data and prepare regular and special reports requiring analysis and evaluation of data. Prepare statistical reports related to enrollments, major/minors, etc.
• Schedule, coordinate arrangements for, and attend undergraduate events including open-house, graduation, etc.
• Manage use of 106 Page, the Clum Room in the Bryan Center, the rehearsal studio in the Bryan Center, Brody Theater and support spaces, and the design lab. Oversee management of these spaces when/if scheduled by Theater Operations staff (a division of Student Affairs).
• Serve as liaison between students and department. Keep majors and minors informed of departmental activities, pertinent meetings, and advisor assignments. Maintain mailing lists and email groups for majors/minors. Obtain approval of DUS for independent study requests and provide students with necessary information to register for same. Submit independent study courses to registrar each semester.
• Develop and maintain system to manage departmental Distinction Projects. Monitor progress through distinction process. Report distinction results to appropriate Dean.
• Manage departmental awards process each spring including collecting and distributing submissions, faculty voting, notifying students of awards, and requesting and distributing funding. Revise department’s entry in university bulletin and departmental undergraduate guide annually. Prepare layout. Arrange for printing as needed.
• Assists DUS and department assessment liaison throughout departmental assessment process.
• Recruit and hire work-student students.
• Serve as bi-weekly payroll clerk.
• Create contact list and course list each semester. Distribute as appropriate.
• Initiate Accounts Payable check requests.
• Screen and route mail, documents, and telephone calls as appropriate.
• Order office supplies.
• Serve as office courier when needed to transport especially time-sensitive documents.
• Perform other duties incidental to the work described or assigned.

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.

Work generally requires three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities. OR and equivalent combination of education and relevant experience.

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.