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ADMINISTRATIVE COORD, PRATT-ENGINEERING MASTER'S PROGRAM

Company: Duke Health
Location: Durham
Posted on: February 16, 2020

Job Description:

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 project management for new programs and initiatives for the Engineering Masters Programs (EMP) and provide administrative management for all Engineering Masters Programs. This position makes operational and programmatic decisions that have a significant impact on the successful achievement of EMP program strategies and objectives; develops, administers, and evaluates project management plans to advance masters student programs; engages with faculty, staff, and students on issues of a complex and confidential nature; provides budget management and human resources coordination for EMP administration and Graduate Student Programs and Services (GSPS).
This position reports jointly to and works closely with the Associate Dean for Masters Programs and the Senior Associate Dean for Finance & Administration and collaborates with a wide variety of stakeholders to develop exceptional programs and provide effective administrative coordination.

Work Performed
Project & Program Management (60%)

  • Provide project management for the development and implementation of new masters programs (ex: FinTech, Cybersecurity, AI/ML) and other initiatives (ex: professional education, summer institute, online education). This includes oversight of all academic and administrative program requirements and approvals, development of program implementation plan, and adherence to developed deadlines.
  • Assist with developing academic and industry partnerships for the development and implementation of new masters programs (ex: FinTech, AI/ML) and other initiatives (ex: professional education, summer institute).
  • Collaborate with other team members to prepare and update an annual EMP administrative activity calendar including relevant financial and HR deadlines as well as significant program events and milestone (graduation, orientation, drop/add, etc.).
  • Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the departmental and divisional head in accordance with departmental precedents and policies.
  • Assist with special projects as needed in collaboration with the Associate Dean for Masters Programs and Senior Associate Dean for Education and Learning Innovation.
  • Participate in EMP-wide events including admitted student day, graduation, orientation, etc.

    Financial Management (25%)
    • Prepare all Master's financial reports on a monthly basis including reports tracking revenue and expenses for Engineering Masters codes including, Masters Administration, MEMP, d-MEMP, FinTech, GSPS, and any associated new programs or related sponsored projects.
    • Analyze monthly expense reports and project any EOY overages; follow up as necessary with individual fund code managers to ensure all units manage within their assigned budget.
    • Participate in and/or lead as appropriate annual EMP budget process; ensure appropriate values are entered into the budgeting and general ledger systems.
      • Prepare Master's Administration, MEMP, DMEMP, FinTech and other academic program budgets; assess past years expenditures, YTD expenditures and propose next year's budget.
      • In collaboration with unit leaders, lead GSPS budget process.
      • Prepare Peer tuition assessment, submit the tuition request to Senior Associate Dean for Finance & Administration, review subsequent communications and meet annually with the Bursar to discuss programs, tuition and fees.
      • Prepare regular enrollment tracking reports for use by senior leadership in collaboration with team members.
      • Facilitate quarterly (at a minimum) budget review meetings with all EMP areas.
      • Manage all financial aid tracking and reconciliation for masters programs.
      • Prepare masters tuition revenue and departmental return analysis each semester.
      • Prepare annual saving report for Boeing's Learning Together Program.
      • Work with Student Records Coordinator to develop reports tracking student enrollment; develop financial projections based on student enrollment.
      • Serve as departmental liaison with administrative personnel concerning University policies and procedures, grant administration and budgetary preparation and control.
      • Prepare EMP fall and spring variance estimates.
      • Prepare financial models for new program proposals.
      • Oversee financial administration of the Engineering Masters Programs including p-cards, check requests, purchase orders, etc. Represent EMP at relevant meetings; solely attend and represent EMP at Business Manager Meeting.
        HR Management (15%)
        • Oversee student hiring, payroll and tracking process so that it is efficient and effective.
        • Manage EMP faculty recruitment and onboarding process.
        • Prepare faculty appointment and compensation letters; process the necessary HR and payroll documents to ensure appointment and compensation is up to date in all Duke systems.
        • Manage annual faculty review process.
        • Manage annual staff review process; prompt EMP for PEP annual and semi-annual reviews; facilitate 360 reviews as necessary.
        • Manage staff hiring process; facilitate appropriate new staff onboarding.
        • Supervise and coordinate work of designated employees; manage personnel activities to meet University and departmental objectives.
          The above statements describe the general nature and level of work being 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.

          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.

Keywords: Duke Health, Durham , ADMINISTRATIVE COORD, PRATT-ENGINEERING MASTER'S PROGRAM, Administration, Clerical , Durham, North Carolina

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