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PROGRAM COORDINATOR, ARTS & SCIENCES COUNCIL

Employer
Duke University
Location
Dean of Faculty - Office

Job Details

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:

The Program Coordinator for Arts & Sciences Council is the sole staff member responsible for coordinating all facets of Arts & Sciences Council including the planning and execution of full council meetings, executive committee meetings, and standing and ad-hoc committee meetings; internal and external communication; data collection and dissemination; maintaining faculty governance records; financial administration and supporting the Chair of the Council.

Arts & Sciences Council is a highly complex faculty governance body representing the 600+ faculty in Trinity College of Arts & Sciences, along with representation from the three other schools offering undergraduate degrees – Nicholas School for the Environment, Pratt School of Engineering, and Sanford School of Public Policy. The council determines and implements the broad objectives of undergraduate education and considers all matters affecting the academic and residential environments of students, making recommendations and adopting regulations where appropriate. The council's purpose is to represent the faculty and advise the Deans of Trinity College of Arts & Sciences.

The Arts & Sciences Council Program Coordinator will work closely with the Chair of the Council, administrators, and faculty across the university on complex matters that will require confidentiality and discretion. She/he will need to effectively communicate across a range of constituents including administrators, faculty, staff and students. She/he will need to be flexible and adapt easily to the transition of leadership. The position initiative, problem-solving, and ability to work effectively under the direction of a faculty leader.

This position is a 0.75, 10-month position. Occasional evening and weekend hours are required. The position reports directly to the Chair of Arts & Sciences Council.

Work Performed:

Council operations management (35%)

  • Plan, schedule, staff and execute all aspects of Arts & Sciences Council, executive committee, standing and ad-hoc committee meetings (25+ meetings per academic year) including, but not limited to room reservations, AV set-up such as the necessary digital modalities for remote attendance and voting, coordinating with speakers and guests, agenda dissemination, and catering
  • Plan, schedule, staff and execute annual Arts & Sciences Council events including, but not limited to the annual retreat and Teaching Awards Reception
  • Schedule additional council related meetings for the chair
  • Onboard chair upon election of the administrative practices of the council
  • Liaise with the Office of the Dean of Trinity College of Arts & Sciences

Council reporting (35%)

  • Transcribe accurate council meeting minutes for permanent records
  • Document all proposals presented to the council, including voting records
  • Maintain Sakai website with all relevant information for the current and previous academic years including, but not limited to member lists, committee membership, meeting agendas and minutes
  • Update the Arts & Sciences Council website with all current and historical information including, but not limited to council membership, committee membership, meeting agendas and minutes, annual committee reports and bylaws
  • Support the chair, executive committee, standing and ad-hoc committees in drafting, editing and sending messages to council members, faculty, administrators and students
  • Draft meeting minutes for all executive, standing and ad-hoc committees
  • Coordinate, implement and document all council elections
  • Manage member database

Financial Management (20%)

  • In consultation with the chair, develop the yearly operating budget
  • Monitor, verify and reconcile all expenditures of all funds, ensuring compliance with university financial policies and procedures
  • Report to chair and executive committee the budget status monthly and upon request
  • Manage travel awards and research grants funds, initiating the necessary transactions for disbursement of awards

Special Projects and Awards (10%)

  • Coordinate the A&S Council Faculty Research Grants and Travel Awards: maintaining and updating as needed the online (Qualtrics) application, distributing applications to the selection committee, and notifying the award recipients
  • Support the Committee on Undergraduate Teaching with the annual Teaching Awards: set deadlines, send solicitations, provide requested information to committee, confirm awardees with the Office of the Dean, notify recipients, plan award ceremony
  • Work closely with Trinity Communications on amplifying council messages and events
  • Collect, analyze and report data as requested by standing and ad-hoc committees
  • Perform other related duties determined by the Chair of the Council incidental to the work described above

Skills required:

  • Strong written and verbal communication skills, accompanied by an attention to detail
  • Ability to balance competing priorities and consistently deliver high quality work, on time and on budget
  • Work independently, in addition to building relationships and organizational partners for execution of tasks that span the college.
  • Familiarity, with the ability to further develop the skills needed in Qualtrics, updating web content, email management systems, and Zoom.

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 involving academic, instructional or counseling activities to acquire skillsnecessary to plan, coordinate and implement a variety of program activities and events. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR 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.

Organization

Read our Diversity Profile History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.Duke Meeting

 “By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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