ADMINISTRATIVE COORDINATOR, BIOLOGY DEPT.
Duke University

Job Info

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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

Provide administrative support for the office of Director of Graduate Studies and help sustain programmatic and individual support for Duke Biology graduate students.

Work Performed:

Payroll/Budget Duties

• Administer both the Compensatory and the Non-Compensatory payroll for all graduate students with Biology advisors, including hiring, salary changes, code changes, etc.; monitor payroll reports during year; monitor external stipend fellowships for all students with Biology advisors.
• Liaise with Interdepartmental Programs on payroll and GSSF for non-Biology grad students
• Review and reconcile the Trinity College and Graduate School Budget for all graduate students with Biology advisors.
• Prepare annual Trinity College and Graduate School budget requests;
• Review and reconcile Biology Graduate Student endowment funds; determine spending level for annual Grants-in-Aid and semester fellowships; coordinate application process for Biology in-house grants to graduate students; make recommendation to DGS for awards.

Graduate Program Duties

• Responsible for day to day operations of graduate program; monitor/track all paperwork including but not limited to Committee formations, Program of Study forms, Prelim examinations, Dissertation Seminars, Dissertation Defenses, and Leave of Absence forms as needed.
• Act as liaison between graduate students and the Director of Graduate Studies.
• Act as liaison between graduate students and advisors as needed.
• Act as liaison between Director of Graduate Studies and Trinity College.
• Act as liaison between Director of Graduate Studies and the Graduate School deans.
• Act as liaison between international graduate students and the Visa Services Office. -Manage visa applications for graduate students including advising faculty and candidates on visa procedures, processing visa requests and liaising with Visa Services to ensure Duke University policy and Federal law are followed. Serve as backup to Payroll Rep for Visa Services issues.
• Act as confidential advisor for students with instructor/advisor/fellow student concerns including academic and health and mental health issues.
• Oversee recruiting for Biology grad school applicants, including planning trips to campus for candidates; monitor recruiting budget. Chair recruiting breakfasts. Coordinate and submit admissions decisions as they are made; advise DGS on admissions offers vs. accepts to maximize admit success. Prepare and submit required Recruiting Summary to Graduate School after admissions, on behalf of DGS.
• Prepare and organize orientation week for arriving graduate students; lead departmental orientation meeting.
• Advise incoming and returning grad students regarding course registration; meet with students each semester to approve their courses chosen. Monitor for compliance with departmental and university regulations, including RCR requirements.
• Responsible for Teaching Assistant assignments: compile enrollment data, determine number of TAs needed per course, solicit/compile preference data from students and faculty, assign TAs to courses, revise as needed. Locate, screen and hire non-Biology grad student TAs as necessitated by enrollment changes. Locate, screen and hire Trinity undergrad student TAs as necessitated by enrollment needs. Screen and assign Bass TAs to courses, in coordination with the Graduate School's fellowship choices.

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 EDUCATIONAND/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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