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.

POSITION SUMMARY:

The Associate Dean of Admissions for The Graduate School (TGS) is responsible for the development and implementation of a successful strategy for the admissions functions of The Graduate School and Duke Kunshan University (DKU). As a member of The Graduate School’s senior leadership team, the Associate Dean assists with the management of the school; including strategic planning, policy decisions, and assessment of applicant and student needs. Furthermore, the Associate Dean works in collaboration with other chief admissions officers of the various schools of Duke University regarding admissions related topics.

DUTIES & WORK PERFORMED:

The Associate Dean of Admissions reports to the Dean of The Graduate School. This position provides direct supervision to 5 permanent staff: an Operations Manager, a Communications Manager, a Data Manager, and two Program Coordinators. The position also interacts with one part-time Duke Kunshan Staff Specialist. The team manages the annual processing of more than 14,000 applications per year for 80+ individual degree programs at Duke.

Serve as a member of The Graduate School’s senior leadership team in managing the school, including strategic planning, policy decisions, assessment of student needs, and collaborating with colleagues across the University.

Define and direct admissions policies and procedures to facilitate the accurate and timely receipt and review of applications. Monitor and approve admissions recommendations in consultation with deans and faculty. Establish guidelines for the review of applications to ensure appropriate, fair and timely treatment of all applicants.

Communicate with the 80+ departments and programs to seek input and provide applicant feedback to enable recruitment of top candidates. Interface with department heads and administrative personnel to communicate Graduate School admissions policies and procedures and provide training.

Supervise all admissions office personnel and operations including organizing and completing yearly reviews, vacation schedules, salary recommendations, promotions and disciplinary actions.

Assess needs and identify new technology requirements to improve efficiency through automation. Effectively communicate with the SISS office/OIT to convey those requirements and define strategies for the application for admission, applicant communications and reporting requirements.

Define policies and processes in coordination with Duke Visa Services to ensure compliance with federal regulations to enable the matriculation of international students.

Personally respond to special correspondence from applicants requiring elaboration or justification of policy or procedures. Handle high level, sensitive communications between applicants, departments, and other Duke offices (University Counsel, Visa Services, SISS, etc.).

Prepare reports and analyses setting forth progress, adverse trends and make appropriate recommendations in any areas in or related to admissions to the Dean and/or TGS Senior Staff.

Work with internal and external groups to keep policies and processes current by implementing best practices regarding university policy, industry standards, credential evaluation, and FERPA guidelines. Represent TGS at various professional conferences.

Jointly with the Communications Manager, define and implement the online communications and social media strategy for the admissions office.

Work with the recruiting division of the Office of Graduate Student Affairs to assist in the recruitment of traditionally underrepresented students.

Work with TGS financial aid office to develop and implement policies and procedures for delivery of financial awards simultaneously with offers of admission.

Facilitate annual application updates. Maintain open and effective communications with the departments and programs to translate their needs into one central application. Work with the SISS office to direct the annual updating, testing and availability of the application for admission.

Define policies and processes for the imaging/capturing of application materials and student records into the imaging system to ensure privacy and confidentiality with sensitive, personal data. Ensure that Duke institutional policies with outside governing agencies and institutional mandates and requirements are met and applied.

Prepare and manage the annual admissions office budget. Define policies and practices to facilitate compliance with Duke’s Ecommerce regulations. Reconcile the application fee revenue via the Ecommerce and Merchant Connect accounts.

DKU

Oversee the application process (from application inquiry to student matriculation) for admission to the DKU graduate programs. This includes application system set-up, coordination with and training of DKU personnel regarding policies and procedures.

Maintain open and effective communications with DKU and the individual degree programs to translate their needs into one central application. Work with the DKU Staff Specialist and the SISS office to direct the annual updating, testing and availability of the application for admission.

Prepare reports and analyses concerning the status of applications, admission and matriculation decisions. Provide analysis, options, advice and recommendations to the Dean, TGS senior staff and/or the DKU leadership team.

Manage all procedures and policies for transition of data throughout the electronic process to ensure a smooth integration with University data management systems.

Assess and identify new technology needs for DKU admissions and work with the SISS Office for technology implementation and maintenance. Participate in negotiation of contract with outside vendors.

Ensure DKU is in compliance with The Graduate School’s policies, procedures and criteria.

SUPERVISORY RESPONSIBILITIES:Yes

WORKING CONDITIONS:

Normal

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

DEPARTMENTAL PREFERENCES:

10 years of professional work experience with at least 5 years managing and operating a highly successful office of admissions.

Graduate degree, an MBA, a Master's in Counseling or Higher Education highly desirable.

Minimum Qualifications

Education

Work requires the analytical, organizational and communications skills generally acquired through a bachelor's degree in a related field.

Experience

Work requires six years of experience in an administrative and/or business setting to become familiar with programs and activities involved in administrative operations, organizational and business matters.

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.