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 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%)
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.
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)
Work requires a general business background generally equivalent to a bachelor's degree in a business related field.
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.
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Nearest Secondary Market: Raleigh