Administrative Coordinator

Duke Careers•Durham, NC

2d•$61,026 - $88,434•Onsite

About The Position

At Duke, we celebrate individuality and the unique perspectives that each member of our community brings. As the Administrative Coordinator in the Trinity College Undergraduate Education Office, you’ll be a vital part of a collaborative, interdisciplinary team. You’ll work to support the administrative manager with the execution of financial, human resources and administrative tasks related to the various programs TCUE manages. The Administrative Coordinator is more than a technical role — it collaborates with the First Year Experience (FOCUS and Constellations), Academic Advising, Academic Deans, the Undergraduate Research Support Office, the Health Professions Advising Office, the Pre-Law Advising Office, and Service Learning.

Requirements

Work requires a general business background, generally equivalent to a bachelor's degree in a business-related field.
Work requires 2 years of 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 of experience.
OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.
Proven ability to manage multiple projects and deadlines.
Demonstrated ability to work independently as well as part of a team.
Ability to handle sensitive and confidential information and issues daily.
Careful attention to details.
Excellent time-management and organizational skills.
Familiarity with institutional financial systems, processes, and policies.
Familiarity with interactive web-based and academic software.
Computer skills, including Microsoft Word, Excel, and PowerPoint.
Enthusiasm, friendliness, resourcefulness and ability to be proactive.

Responsibilities

Assist the TCUE Administrative Manager with financial approvals using TCUE sources, as submitted via Concur, AP Check Request, Purchase Order and Journal Vouchers.
Expend funds as directed by TCUE Dean or other leadership using appropriate purchasing methods and following established Duke protocols and in keeping with established endowment purposes.
Prepare financial and operational reports for specific programmatic spending across several funding sources.
Meet with Program Directors quarterly to discuss programmatic spending as it relates to budget to ensure goals are aligned and prevent overspending.
Assist the TCUE Administrative Manager in preparing and submitting the annual budget to Trinity College of Arts and Sciences, adhering to established deadlines and formats.
Assist the TCUE Administrative Manager in serving as a departmental liaison with TCUE personnel concerning University policies and procedures, personnel administration, time away and salary administration.
Manage the administrative aspects of recruitment and promotion for newly created positions, or vacated positions due to turnover.
Maintain appointment letters for funded positions external to TCUE such as Faculty Director of First Year Experience, Faculty Director of Service Learning and the Directors of Undergraduate Study.
Manage annual student employment process for all TCUE funded work study positions. This includes positions in Service Learning, Undergraduate Research Support, Program II, Academic Advising, and the First Year Experience.
Building and key management for the Academic Advising Center. This includes coordinating relevant facilities supporting units to ensure safe, secure and clean working environments for TCUE staff with offices in the Academic Advising Center.
Major event support for academic advising, including the annual Majors Fair. This includes logistical support such as advertising, inviting the relevant stakeholders, reserving the necessary spaces and equipment as well as coordinating food.
Collaborate with the Director to compile instructor lists for Summer Session Term I and Term II.
Work with the Director to determine summer compensation for instructors.
Distribute instructor contracts for signature, collect completed contracts, and verify that all contracts have been fully executed.
Coordinate with business managers in relevant departments regarding instructor teaching loads during the summer.
Collect Teaching Assistant (TA) appointments and verify assignments with departmental business managers.
Determine Teaching Assistant compensation and prepare/send TA contracts.
Coordinate with the Trinity Office of Graduate Education regarding payment processing for graduate student Teaching Assistants.
Calculate monthly pay schedules for instructors, consulting with Trinity HR staff to ensure compliance with maximum monthly pay guidelines.
When necessary, establish pay schedules for biweekly employees and undergraduate student TAs.
Work with the Director to manage course cancellations and adjust compensation schedules as needed.
Verify and upload monthly summer instructor payroll information to Corporate Payroll.
Assist in developing, monitoring, and maintaining the Summer Session budget.
Coordinate compensation for instructors participating in non-course summer programs, including programs such as the Ralph Bunche Summer Institute.