Administrative Coordinator, Computer Science

Duke University Durham , NC 27701

Posted 2 months ago

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

This position reports to the Department Business Manager, supervises the Master's Coordinator and coordinates the daily operations and programmatic activities for the department's graduate students. The successful candidate will work closely with the Computer Science Director of Graduate Studies (DGS) and other faculty members to coordinate and administer activities related to the graduate program such as: graduate student recruiting, admissions, orientation, student activities, progress milestones (e.g., coursework, qualifying exams, defenses), assistantships for teaching and research, communications, annual departmental workshop, graduation, and summer programs. The role includes administrative duties of a complex and confidential nature relating to the progress and well-being of the department's graduate students.

Graduate Program Duties (60%)

  • Assist the DGS with day-to-day operations of the graduate programs.

  • Maintain liaison with other offices and departments at Duke to coordinate program business and accomplish program objectives; interface with external organizations to enhance cooperative efforts and leverage available resources.

  • Assist the DGS with processing graduate student applications: manage the flow of applicant data between faculty and the Graduate School, and departmental communications with applicants.

  • Manage the CS graduate student recruiting process and taking the lead in planning the pre-admission visit: arrange travel and accommodations, coordinate meetings with faculty and students, and arrange events for the visit day.

  • Administer the CS graduate student orientation which includes preparing and organizing orientation week for arriving graduate students. Act as the interface between graduate students and faculty, prelim committees and thesis committees.

  • Monitor graduate students course registration and PhD requirements by meeting with each student regularly to track their progress. Monitor for compliance with departmental and university regulations.

  • Administer the annual progress review for PhD students.

  • Coordinate administrative process for TA assignments for fall, spring and summer semesters; work with faculty to facilitate timely TA assignment decisions; work with grant manager(s) to provide faculty with financial reports, past support information, and other information as needed to make TA assignments; follow-up with grant manager(s) after assignments are received from faculty to facilitate updates to grant obligations.

  • Direct the planning and organization of students' Research Initiation Projects (RIP), preliminary exams as well as the PhD defense exams.

  • Record academic and personnel data for all graduate students in the department database as well as maintain cumulative data summary of all past graduate students.

  • Coordinate graduate alumni relations with the department alumni relations director. This includes taking the lead in planning graduate alumni visits for CS alums and maintaining a record of CS alums.

  • Coordinate and lead efforts for planning the bi-annual graduate student retreat in collaboration with student leaders

  • Coordinate intern experiences between students, sponsors, and CS graduate program staff. Prepare enrollment verification letters and supporting documentation and internship documentation for graduate students upon request.

  • Work with the Business Manager, Department Chair, DGS, and staff on financial matters related to the graduate program.

  • Conduct a graduate student exit survey for graduating students

  • Perform other related duties incidental to the work described herein.

Supervisory Duties (15%)

  • Supervise the master's program coordinator who handles the day-to-day tasks related to Computer Science master's program.

Budget Duties (15%)

  • Manage the graduate budget to include budget preparation, variance reporting, reconciliation and projections. Strong analytical skills required for budget management.

  • Manage the departmental graduate fellowships to include projections for the number of awards, variance reporting and reconciliation.

Payroll Duties (10%)

  • Administer the payroll for all Computer Science graduate students, including hiring, salary changes, code changes, termination, etc.

  • Monitor the Graduate Budget and Graduate Payroll and maintain accurate financial records on all Computer Science graduate students.

  • Manage the graduate student funding in collaboration with grant manager(s) and department payroll coordinator.

Desired Skills

  • Strong writing and communication skills: Ability to provide guidance and direction to subordinates, including setting standards and monitoring performance.

  • Strong analytical skills: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems.

  • Evaluating program performance, summarizing findings, communicating results, and forming an action plan.

  • Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership skills, and coordination of people and resources

  • Excellent interpersonal skills, attention to detail and possess a project management mindset

  • Strong Financial Background

  • MS Office and other Computer Expertise

  • Familiarity with Duke payroll system (including iForms, Storm/PeopleSoft/ SAP R3)

Minimum Qualifications

Education

Work requires a general business background generally equivalent to a bachelor's degree in a business related field.

Experience

Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business related field may be substituted for 2 years experience. OR ANY OTHER 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.

Nearest Major Market: Durham

Nearest Secondary Market: Raleigh

icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Program Coordinator Master Of Science In Quantitative Management (Msqm) Fuqua School Of Business

Duke University

Posted 4 weeks ago

VIEW JOBS 5/26/2021 12:00:00 AM 2021-08-24T00:00 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. Overview: The Fuqua School of Business has launched innovative online master's degree programs in Health Analytics and Business Analytics. These programs are primarily meant for working professionals, providing training in cutting-edge quantitative techniques, core business functions, and health sector industry knowledge. The Program Coordinator of the Master of Science in Quantitative Management (MSQM)--Online Programs is responsible for coordinating the logistics of the one of the programs (MSQM:Health Analytics) in support of teaching faculty and students, from the time of students' admission into the program through graduation. This is a full-time position reporting to the Sr. Associate Dean for Faculty Affairs. The primary responsibilities of the Program Coordinator relate to the online MSQM programs. However, if required, the position will also extend support to teams working on other programs. This position requires outstanding organizational and project management skills, excellent interpersonal and written communication skills, sensitivity to counseling issues, and the ability to work with multiple individuals and departments. Because MSQM programs are online education programs, the ability to work with a distributed student body, communicating with the students electronically, anticipating and proactively planning for their requirements, and making independent judgments in situations with ambiguous situations are important. Moreover, the Program Coordinator needs a demonstrated ability to work effectively under pressure, meet deadlines, and communicate well with students, faculty, Fuqua administrators, Duke University offices, and outside vendors. Job Responsibilities: Coordination of Logistics -- Program operation and logistics activities include, but are not limited to, pre-program communications with the incoming students; design and delivery of the 3-day program orientation; registration for all classes during the program; management of daily operations of the program; communications with students via internet-enabled communication technologies; and scheduling, planning and implementation of special events (such as graduation and optional on-campus events). In each case, the Program Coordinator coordinates the event or activity as part of a small team coordinating with internal and external constituents. Examples: * Coordinate special events including orientation, graduation, and other social events. Requires negotiation and frequent interactions with vendors, arrangements with faculty, materials preparation, frequent communication with students, and physical presence during events. * Coordinate the day-to-day operations of the program, including working with the faculty, outside vendors, IT, and the assistant director of MSQM programs to get coursepacks and other materials ready and to make them available on the learning management system. Provide administrative support for students. Consult with faculty, directors and deans to assure all aspects of the student experience are coordinated and running smoothly. * Work with Fuqua Registrar to ensure accurate and timely registration of students for courses. * Work with University Bursar's office, Fuqua Registrar, and Fuqua Accounting office on billing issues. Follow-up as necessary with students who have unpaid bills. Assist in enforcement of school's policy regarding non-payment of tuition and fees. Tactical Implementation - The Program Coordinator coordinates program planning for the online MSQM program. Examples: * Ensure a smooth transition between students' admission and matriculation. * Manage interactions with the faculty, staff, and outside vendors to ensure all logistics are scheduled appropriately. * Monitor the flow of information within the program. * Maintain a physical presence when the students are in residence for the orientation. * Develop and maintain positive relationships with student leaders. Oversee elections of the student representative positions. Requirements: Bachelor's degree required. At least one year of experience working in a professional setting with experience program administration or involving academic or instructional activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events both virtually and in person as needed. Experience with online/distributed work environment in a business or higher education setting will be highly valued. The successful candidate will be a person with maturity, confidence, and strong organizational skills. The ability to handle multiple priorities in an independent manner is a must. Strong computer skills required. Superior written and verbal communication skills are foundational in representing the Fuqua School to our constituencies. Likewise, outstanding attention to detail is a critical aspect of the required skill set, given Fuqua's commitment to delivering a world class, end-to-end experience for our students and constituencies. Ability to work with, relate to, and empathize with students. 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. Nearest Major Market: Durham Nearest Secondary Market: Raleigh Duke University Durham NC

Administrative Coordinator, Computer Science

Duke University