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.

This full-time position, reporting to the Graduate Registrar, is part of the academic records team of The Graduate School. The program coordinator manages and ensures proper documentation of miles tone examinations, the primary exercise on which graduate degrees are awarded, including thesis, dissertation, and preliminary examinations across all graduate master’s and PhD degree programs. The position oversees and helps optimize electronic documentation systems, and provides training to faculty, staff, and students on milestone documentation. The position leads quality assurance review and troubleshooting of dissertations and theses, ensuring that publication standards are met. The position further performs administrative duties of a complex and confidential nature in support of the Academic Affairs unit to meet academic timetables and maintain operational efficiency.

DUTIES & WORK PERFORMED:

Management of dissertation, thesis, and preliminary examination milestones:

Ensure that all submitted dissertation and thesis examination certificates and other documentation is in order and meets the stringent criteria on which graduate degrees are based. Work with students, faculty, and program staff to resolve problems and troubleshoot common mistakes. Archive completed documentation in student records. Assist in clearance of master’s students for graduation in spring term.

Manage the tracking of preliminary examinations for all PhD students. Enter the status of the preliminary ex amination milestone in Duke Hub for each student. Work with Assistant Dean to identify overdue examinations. Update preliminary examination guide. Serve as source of information and advice to students, faculty and staff on the preliminary examination milestone.

Oversee and optimize the new electronic record documentation systems and workflows for milestone document submission and review.

Advice and troubleshoot on the development and adoption of a new online student academic tracking system (T3) to ensure that it meets TGS requirements for documentation and interfaces effectively. Serve as a source of expertise for other units and schools exploring the possible future adoption of T3, toward the eventual goal of widespread use across the university’s graduate degree programs.

Quality assurance of dissertations and theses:

Lead efforts across TGS and degree program staff to ensure that all doctoral dissertations and master’s theses submitted for degree miles to ne completion meet the publication and archiving standards of Duke University. Create examination documents for dissertation and thesis students who are applying for graduation. Review submitted dissertations and theses for potential summer, fall and spring graduates to verify that university standards and permissions are met. Identify problems, and work with students, staff, and faculty to resolve them. Manage efforts of other staff to assist with dissertation/theses review as necessary.

Provide training to degree program leadership and staff on thesis and dissertation timelines, standards, and documentation. Work with unit deans in providing workshops for graduate students on preparing, documenting, formatting, and uploading a dissertation/thesis. Update published dissertation/thesis writer’s guide and templates. Act as point of information for departments and students for the preparation and examination of theses and dissertations.

Manage the publication embargo program for graduating students and recent graduates. Work with Duke University Libraries, ProQuest, and academic dean on embargo extension requests.

Administrative support for Academic Affairs:

Provide administrative e support for the unit. Duties include record-keeping, updating forms and records, filing, organizing of electronic files; and responding to queries independently, requiring interpretation and application of Graduate School policies, procedures, rules and regulations. Provide front desk coverage on a rotating schedule. Process course withdrawal requests to Registrar.

Support university externa l review teams. Schedule flights and reservations for confirmed external review faculty participants; schedule meetings, prepare travel itineraries s and arrangements.

Perform budgetary duties. These include managing of orders, travel expenses and receipts for staff in Academic Affairs unit. Manage and track expenses for as signed external review teams.

Provide administrative support to educational programming of the unit. Serve as DGSA for Certificate in College Teaching, working to document student completion of requirements. Provide administrative support for the Responsible Conduct of Research program, to help track the completion of requirements by all enrolled graduate students.

Serve as back-up for the administrative assistant to the Dean of The Graduate School for when the assistant is absent, attending to the calendar and answering the phone.

Perform other incidental tasks as assigned in support of the regulatory, student records and programming activities of the Academic Affairs unit. The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

SUPERVISORY RESPONSIBILITIES:

None

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 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.