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. Job Description: Perform administrative duties of a complex and confidential nature under the supervision of the Business Manager in support of the Director of Undergraduate Studies in Romance Studies. Plan, coordinate and administer activities of the Romance Studies Undergraduate Program to relieve the Director of varied clerical and administrative responsibilities. Develop, coordinate and advise undergraduate students and Director of Undergraduate Studies on policies and procedures related to the Departmental and University administration. Undergraduate Student Advising: Advising in Romance Studies is a two-tiered process. The Program Coordinator advises all Brazilian and Global Portuguese Studies, French Studies, Italian, Romance Studies and Spanish majors and minors about their respective requirements, and the general education requirements of Trinity A&S. Completes departmental checklist to monitor progress within the major or minor. Meets with students to discuss their progression toward the major or minor. Assign each major/minor a faculty advisor and facilitate faculty advising for all majors. Meet regularly with students, by appointment or drop-in basis, to discuss various issues. Review majors and minors advisement reports on an ongoing basis and provide clearance information for all graduating majors and minors to Trinity A&S. Coordinate and monitor the review process for all undergraduate students seeking transfer credit approval for all petitioned study abroad programs. Respond to student questions concerning appropriate courses and ability to receive transfer credit. Coordinate and monitor the review process for all undergraduate students seeking approval for the foreign language general education requirement for courses taken while studying abroad. Respond to student questions regarding application. Course Scheduling: Notify faculty of deadlines and course scheduling procedures. Plan, implement and coordinate 185-210 undergraduate and graduate program offerings each semester for the Department of Romance Studies. Contact faculty in the fall prior to the budget deadline to ascertain their teaching plans for the following academic year and in the spring to confirm their intentions. Since coordination of teaching plans is complex and requires consideration of faculty rank, years of service, room needs, etc. any level and content overlap issues need to be swiftly identified and addressed to avoid conflict and potential enrollment issues. Review offerings with DUS and Chair to ensure offerings meet the needs of majors/minors and university’s course scheduling requirements. Manage the needs of each language program and upper level courses. Ensure fair and equitable distribution of primetime/non-primetime offerings in a balanced manner. Manage compliance with the Departmental Schedule Validator and University Registrar. Act as liaison with the Registrar’s Office on issues of concern outside the normal scheduling patterns. Instruct faculty on the usage of the online course request system and inform them of the deadlines for fall and spring semester offerings. Initiate, monitor, and manage course requests for all new courses, changes and special topics course offerings before the posted deadline and on an ongoing basis as necessary through the online course request system for both undergraduate and graduate level courses. Follow up as needed and track requests to ensure they are completed. Prepare online requests for cross-listing of all courses. If another department wishes to cross-list a course with Romance Studies or Romance Studies wishes to add another departmental cross-list, prepare appropriate request form to be processed. Monitor and follow-up as needed. Assist visiting faculty in scheduling of courses and preparation of synopsis and textbook orders. Work with faculty to make enrollment changes if demand exceeds initial enrollment including finding new classroom and notifying students. Confirm class size limits for classrooms comply with Arts & Sciences policies. Prepare and maintain a schedule grid, making adjustments as needed to maintain an appropriate distribution of course levels to meet the needs of undergraduate and graduate students. Supervise staff assistants on the preparation, posting and distribution of narrative descriptions of course offerings for faculty and student usage. Ensure course synopses are posted online prior to registration and included in the course listings document created each semester. Post descriptions for special topics provided through the course request system. Prepare and post fliers for departmental courses offerings throughout the building and online. Distribute to cross-listed departments, pertinent certificate programs, students, and directors of academic engagement. Administrative Responsibilities: Act as liaison between undergraduate staff assistants and teaching personnel, especially the Director of Undergraduate Studies and the directors of the language programs (Spanish, French, Portuguese and Italian). Coordinate schedules for undergraduate program in accordance with tasks to be accomplished by the DUS and the directors of the language programs. Review and approve time cards for the Creole, French, Italian, and Portuguese staff assistant. Prepare annual performance evaluation and discuss with staff assistant. Answer questions concerning undergraduate activities and transmit instructions and/or information to and from staff members; serve as liaison between departmental administrative personnel and other University personnel. Coordinate activities of the departmental undergraduate staff with University registrar to meet deadlines for course schedules and to resolve registration issues. Screen and route information as appropriate; determine which to respond to and which to bring to the attention of other departmental staff based on content of communication and broad knowledge of departmental programs and activities. Review reports received for directors; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the appropriate personnel. Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations. Where appropriate prepare draft letters and correspondence for DUS. Prepare reports related to enrollments, majors/minors, independent studies, etc. for statistical use by department administration and DUS. Bring significant items to the attention of the DUS. Language Program Directors, and Business Manager as appropriate. Assign independent study and honors thesis course numbers each semester. Assist with completion of forms filled out by students and their supervising instructors. Obtain DUS approval and inform students of proper course number for registration. Add supervising instructor to the schedule and provide student a permission number for enrollment into that specific course and section number. Track students doing research independent study and honors thesis. Communicate with honors thesis students and their supervising instructor throughout the year. Arrange room reservations for thesis defense. Report thesis title and level of distinction earned to Trinity A&S. Instruct students on the process of electronically archiving their thesis at the Rubenstein Library. Follow up with the language programs support staff in the ordering of textbooks for faculty and language programs. Act as liaison with textbook store. Supervise the language program support staff in the distribution, tracking, submission, and filing of all faculty and instructor evaluations. Organize and maintain departmental files related to the Undergraduate Program of records, reports and correspondence required for reference and efficient operation of the department; maintain up-to-date management and procedural manuals, directives and related records; interpret new directives, policies and regulations and inform appropriate personnel of changes. Schedule and coordinate arrangements for undergraduate research symposium. Responsibilities include reserving room with appropriate technology, contacting faculty for nominations, reaching out to students, ordering catering, arranging moderators, collecting student and faculty conflicts for the day of the symposium, setting schedule, designing program and poster, and compiling abstracts and biographies, regularly discuss plans with the DUS and implement according to his/her specifications. Prepare and organize publicity. Assist DUS in producing report for the Dean of Academic Affairs. Schedule meetings for DUS and Curriculum Committee. As needed reserve rooms, order and pick up supplies/materials for meeting, and prepare meeting space. Where appropriate attend meetings to take minutes, provide information, and serve as resource person. Attend monthly faculty staff meetings to remain informed of departmental affairs. Take minutes as needed, provide information as requested. Coordinate and arrange for faculty attendance at Blue Devil Days. Attend, set up table, provide information and answer questions presented by incoming freshmen and their parents during each of three sessions during the spring semester event. Coordinate and arrange for faculty and existing majors to attend the fall Majors Fair. Attend, set up table, provide information and answer questions presented by prospective majors and minors. Serve as liaison person between undergraduate students and departmental staff and services. Keep departmental majors and minors informed of departmental activities and pertinent meetings. Keep all majors/minors informed of advisor assignments and maintain dossiers and database on majors and minors. Assign faculty advisors for majors/minors. Prepare and maintain e-mail lists for majors/minors for pertinent information distribution. Revise university bulletin for undergraduates each year (usually in October). Review faculty listing and titles for correctness. Add, delete and revise course information as appropriate. Revise Undergraduate Brochure on an as needed basis (usually during summer). Send brochures each semester to pre-major advising center and send information as requested to individual students. Management and maintenance of the departmental website for content pertaining to the undergraduate programs, including the language programs, upper level courses, major/minor requirements, independent study, and graduation with distinction. Review for accuracy and revise where appropriate. Make design suggestions where appropriate. Supervise the gathering and online inputting of course synopsis information each semester into DukeHub. Add course information to Trinity A&S Culture Shock website each semester and update information specific to the semester on the departmental Courses website as needed. Plan and organize graduation reception including site reservation, organizing catering needs, notify students and attend event to supervise distribution of diplomas. Enter personal corporate card expenses and receipts through Duke@Work for undergraduate events and miscellaneous departmental expenses approved by business manager. Work with the Director of Undergraduate Studies and assessment team throughout the academic year on the assessment portfolio. Set up the portfolio in PebblePad for documenting student learning outcomes using established rubrics. Input analysis and materials in the outcomes portion where appropriate so the DUS or departmental chair can articulate departmental plans based on findings. Provide assistance in arranging for graduate students to read and apply the rubrics to the undergraduate papers. Send regular reminders about the Office of Assessment deadline to the DUS, departmental chair and faculty assisting in the process. Perform other related duties incidental to the work described or assigned. Budgetary Responsibilities: Review teaching assignments and projections with the Business Manager and the Chair in preparation for budget projections and implementation. Prepare and submit budget request to the Dean of Academic Affairs and Associate Vice Provost for Undergraduate Education for graduation event each May. Prepare letter and budget request on behalf of the director of undergraduate studies for submission to the Dean of Academic Affairs and Associate Vice Provost for Undergraduate Education for the departmental Undergraduate Research Symposium. Education/Training Work requires analytical, communication and organizational skills generally acquired through completion of bachelor’s degree program. Experience Work requires experience involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events. Knowledge of French, Spanish, Italian or Portuguese highly desired. Skills Excellent written and verbal communication skills Filing Excellent Interpersonal Relational Skills Accounting Flexibility and adaptability Editing/Proofing Excellent organization skills Microsoft Windows Statistical Reporting Microsoft Word Supervision Office Procedures Microsoft Excel Correspondence Canva or similar online design program for flyers, brochures, posters Minimum Qualifications Education Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program. Experience Work requires one year of experience in program administration OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events. 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.
