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.

Program Administration

Serve as the main liaison between the Political Science graduate program and the Duke Graduate School in providing regular reports on recruiting, admissions, financial aid, student work, academic affairs, etc. and integrating new Grad School policies into the program

Maintain and develop partnerships with collaborating academic departments at Duke through regular meetings and communication; includes but not limited to Economics, Statistics, Sociology, Psychology the Nicholas School of the Environment, the Sanford School of Public Policy, and the Duke Global Health Institute

Update and maintain program information and materials including the website, student handbook, Sakai program site, student placement records, etc.

Assist Undergraduate Coordinator with the department graduation ceremony

Plan additional social events and workshops throughout the academic year to support the graduate program and department

Recruiting and Admissions

Plan and coordinate admissions process that includes the collation, review and assessment of 400+ applications

Collaborate with admissions staff at the Duke Graduate School to communicate with applicants regarding application requirements, deadlines and missing materials

Monitor and respond to web, email, and phone inquiries from prospective students

Coordinate prospective student visits

Develop and coordinate recruitment strategies for pre and post admission

Plan and coordinate the annual Prospectives Weekend for prospective graduate students

Develop appealing promotional materials and navigable website content catering to prospective students

Maintain admissions and enrollment statistics

Coordinate admissions with departments that we share joint programs with

Facilitate review process for student requests to transfer to the graduate program from other departments at Duke

Financial Services and Budget Management

Manage $1 Million+ PhD awards budget, $250K operational budget and all other graduate related department funding sources

Provide biannual student funding forecasts and reports to the Director of Graduate Studies and the Duke Graduate School

Undertake Payroll coordination for all graduate students, research assistants, and teaching assistants

Seek out assistantships and other external funding opportunities to ensure all PhD students receive the required annual stipend

Coordinate student's application for Graduate Research Fellowships, and other extramural funding awards

Monitor student bursar accounts through DukeHub to ensure correct payment of tuition, funding, and fees

Communicate financial aid packages to current and incoming students

Department’s payroll representative to ensure student stipends are paid correctly

Coordinate the application process that provides program support for conference travel and small research related expenses

Process all graduate students’ travel and non-travel reimbursements

Student Services

Advise students about program requirements, courses, department and university policies, advise graduate students, and monitor their progress through the program

Oversee and plan a two week orientation in the fall for incoming students

Oversee and advise students registered with the Student Disabilities Access Office

Develop resources and services for students on the job market

Serve as a primary point of contact for student concerns and refer them to services within the department, the graduate school, or wherever appropriate in the university

Assist students in obtaining Research and Teaching Assistantships, and in applying for scholarships and fellowships

Coordinate with other university departments on planning and executing, graduation for joint program graduate students

Track student progress and maintain student records

Solicit student feedback through formal and informal program assessments

Perform other related duties incidental to the work described herein

The above statements describe the general nature and level of work to be 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.

Departmental PreferencesFluent usage of Office products: Word, Excel, Power point, Access

Knowledge of University procedures for accounting and payroll

Ability to undertake web editing

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 skills necessary 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.