Senior Program Coordinator

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

The Senior Program Coordinator [or Administrative Coordinator] in Faculty Affairs provides comprehensive administrative support for the Faculty Affairs office and represents Faculty Affairs Policies to all Arts and Sciences Faculty, Faculty Leaders, and Department Administrators. The Senior Program Coordinator ensures that the work of the Faculty Affairs office meets the needs of the University and showcases excellence. The Senior Program Coordinator reports directly to the Vice Dean and collaborates closely with the Administrative Manager.

Worked Performed

Manage Official Communications & Support to Faculty, Chairs, and Business Managers

• Support Vice Dean in preparing faculty-wide communications regarding Annual Leave Requests and Scholarly Activity Reports.
• Reinforce faculty-wide messaging with follow up communications to Business Managers.
• Organize bi-annual workshops for Business Mangers to support APT dossier preparation
• Organize DFAC training sessions for Business Managers in collaboration with Provost's Faculty Affairs office.
• Maintain availability by phone for 1:1 support to Business Managers on Faculty Affairs policies or procedures. Assist Chairs, faculty members, and departmental staff with faculty affairs policy questions. Handle inquiries from Chairs, faculty, and departmental staff on matters relating to faculty appointments, reviews, searches, and leaves.
• Email faculty letters. Email faculty letters from the Dean of Arts & Sciences and the Vice Dean for Faculty. Copy relevant personnel on emails. Contracts to be emailed include appointment offer letters to prospective new faculty members, reappointment, promotion, and retention offer letters to existing faculty, department Chair offer letters, retirement contacts, resignation acknowledgements, etc.

Appointment as Official Staff Liaison for Year-One Faculty and Emeritus Faculty

• Manage support for faculty in the Year-One Program; serve as the point of contact for assistance with the program & navigating the schedule of events
• Support Dean of Research in Year-One Program communications & event development.
• Manage support for faculty as they transition to Emeritus status; serve as point of contact for assistant with emeritus resources.
• Support Vice Dean for Faculty Affairs in emeritus faculty communications & event development.

Manage Faculty Leave Requests, Approvals, and Records

• Manage faculty leave requests from departments. Receive annual packets of requests from departments, check sabbatical eligibility of those requesting sabbaticals, maintain leave requests spreadsheet, work with Vice Dean for Faculty to clarify requests, transmit requests in divisional packets to Provost's office. Also manage piecemeal faculty leave requests that come in intermittently throughout the year.
• Add faculty leaves to dFac system. Input dFac forms for all leaves taken by regular rank faculty in Arts & Sciences.
• Write approval letters. Write approval letters for this type of leave, including all pertinent details. Transmit to the faculty members via email and email copies to relevant Deans, the department Chair, and relevant staff.
• Administrate the Trinity Research Leave Program: design Kuali form to receive applications; support Vice Dean in annual call for proposals; schedule TRL review committee meeting; provide relevant documents to review committee members (migrate from Kuali to Box); circulate official decision letters to faculty candidates.

Facilitate Programming for Faculty Affairs and Dean of Research Offices

• Coordinate Faculty Affairs programs: New faculty welcome lunch; new department chair orientation; new chair coffee with the deans, and other events; coordinate with Divisional Dean office for assistant and associate professor lunch series.
• Coordinate Year One programming for the Dean of Research; schedule TRAC monthly faculty committee meetings; support communications.
• Develop and coordinate new ideas and concepts for program themes, materials and resources to supplement, expand or replace existing program components.
• Lead space reservation and catering orders for all Faculty Affairs & Dean of Research programs.
• Coordinate with Office of the Dean and the Office of the Divisional Deans to support programming with faculty and chairs as needed.

Oversee Faculty Records, Manage Records in Databases, and Generate Reports

• Name faculty records documents according to established norms and upload them to relevant categories in the Arts & Sciences faculty database.
• Maintain Faculty Affairs Duke Box site. Serve as owner/administrator on Duke Box for collection and distribution of materials relating to faculty reviews, Distinguished Professor nominations, and other intermittent record keeping.
• Manage Faculty Affairs section of Trinity web site. Add new content and edit standing content, as needed, on matters relating to faculty appointments, leaves, reviews, searches, and other policies.
• Maintain new faculty lists. Keep annual lists of new regular rank faculty joining Arts & Sciences departments. Provide these lists to the office of the Dean of Arts & Sciences and to outside offices, when requested.
• Maintain leave history logs. For tenured and tenure track faculty in Arts & Sciences, maintain electronic leave logs as a second check on the dFac system relating to faculty sabbatical eligibility.
• Assist in management of electronic faculty records on shared drive. Add faculty records documents to relevant categories on the drive shared by the Faculty Affairs and Finance and Administration offices. Manage parental leaves and tenure clock extension requests. Write parental leave request letters for regular rank Arts & Sciences faculty members to Provost's office. When a tenure clock extension becomes part of the request, manage the process by which the extension is processed and added to the record.

Administrate Faculty Reviews, APT Dossier Submissions, Distinguished Professor Submissions

• Create and maintain schedule of faculty reappointment and promotion reviews. Use Filemaker and dFac databases to create a yearly schedule of reviews due. Transmit each department's list of reviews by email, use their feedback to correct or update schedule when necessary. Maintain the reviews spreadsheet throughout the year.
• Write review committee approval letters. When the A&S Deans approve the committees to serve on faculty reappointment and promotion reviews, write the formal approval letter and email it to the department Chair, review committee Chair, relevant Deans, and relevant staff.
• Submit faculty reviews dossiers to Provost's APT office. Using Duke Box, upload faculty reappointment and promotion review materials to the Provost's Faculty Affairs office for cases that are subject to review by the Provost's office and/or the Provost's Appointments, Promotion, and Tenure committee.
• Check faculty reviews dossiers for accuracy and completeness. Serve as first line of checking faculty reappointment and promotion reviews to ensure the dossiers contain the correct information, and are complete. Work with department staff to get the dossiers ready for review by the A&S Deans and sometimes the Provost's Faculty Affairs office and Appointments, Promotion, and Tenure committee.
• Facilitate Distinguished Professors nominations process. Schedule two annual meetings for nine-person advisory board, Vice Dean for Faculty, and divisional deans. Maintain nominations records in Duke Box. Communicate via email with external evaluators who are requested to write letters of evaluation for nominees, track responses from external evaluators.

Administrate Faculty Administrative & Secondary Appointments

• Help manage Chair opinions process. When departmental faculty are solicited to voice their opinions on who should be next Chair/Director in their unit, work with departmental staff to get the Dean's solicitation out to appropriate faculty, work with Vice Dean for Faculty to summarize individual opinions to make them accessible and understandable to the relevant Deans, the Provost, and the President, distribute finalized packets of opinions and summaries to relevant Deans and to Provost.
• Manage secondary appointments for the Dean's office. Receive requests from departments, request approval from Provost, create secondary appointment letters and transmit by email to faculty. Route finalized secondary appointment letters to relevant Deans, Chairs, and staff.

Faculty Affairs Data Organization, and Analysis

• Oversee and recommend improvements to the organization of Faculty Affairs record keeping.
• Develop annual reports for circulation to offices across the University (communications, development, etc).
• Design updated systems for annual tracking of faculty data.
• Develop reports on A&S that include analysis of trends over time.

Serve as Backup to Administrative Manager/HR Business Manager, Senior

• Upload faculty documents to the FileMaker faculty database. Ensure the correct nomenclature has been used for faculty documents in accordance to established norms and upload the documents to the relevant categories in the Arts & Sciences FileMaker faculty database.
• Ensure Chairs recommended annual increases are entered in the FileMaker faculty database along with budgeted cost distribution changes. Review and analyze all appointments, compensation, leaves, terminations, retentions, retirements and supplements in preparation for the new fiscal year and upload and reconcile the faculty salaries to the Duke University Salary Setting Tool.
• Oversees and manage all Regular Rank faculty payroll and dFac forms initiated in Arts & Sciences.
• Initiate and approve iForms and dFac forms by the posted payroll deadlines.
• Ensure all policies and procedures are adhered to for summer supplemental payments including federally funded grants.
• Maintain the data integrity in FileMaker Pro and the Regular Rank Faculty Dashboard.

Regular Meetings and Office Hours

• Attend monthly Faculty Affairs University Wide Committee meetings and update A&S Faculty Affairs policies when necessary.
• Attend weekly Faculty Affairs team meeting.
• Attend semi-monthly TCAS Business Manager meetings.
• Maintain open office hour for Business Managers and monitor Teams group for questions relevant to Faculty Affairs

Coordinate Workflows between Faculty Affairs and Office of Finance & Administration

• Coordinate exchange of relevant documents for procurement processing.
• Oversee annual budget report for Faculty Affairs.

Other Duties as Assigned

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $48,960.00 to USD $77,928.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family- friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

Minimum Qualifications

Education: Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.

Experience: Work requires three years 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

Preferred Skills and Competencies

• Knowledge of SAP/Duke@Work, DFac, Tableau, and FileMaker Pro operating systems.
• Excellent organizational skills with strong skills in creating Excel Worksheets.
• Impeccable attention to detail, specifically in data entry.
• Excellent interpersonal skills, especially in clarifying policies and procedures with colleagues across the University.
• Ability to manage confidential materials and hold information confidential.
• Excellent written and verbal skills.
• Confidence in multi-tasking and navigating crises.