Duke Law School Dean’s Office Coordinator

Location
North Carolina, United States
Posted
30 Mar 2019
End of advertisement period
30 May 2019
Ref
401573904
Contract Type
Permanent
Hours
Full Time

Job Description

The Dean’s Office Coordinator will oversee the planning, implementation and execution of events sponsored by the Dean’s Office to ensure smooth and successful delivery of all programs and events. This includes, but is not limited to, receptions, luncheons, symposiums, conferences, leadership meetings, and retirement parties. This position also provides structural support to the faculty hiring committees and the Law School’s Wintersession Program. The position reports to the Assistant Dean for Administrative Services.

WORK PERFORMED

  • Manage the scheduling, oversight, and support for a high volume of meetings, conferences, symposia, and other events. Develop and adhere to reasonable budgets for all events and other related programs. Review event logistics; determine and execute publicity appropriate for the type of event; secure spaces, catering, rentals, and other critical inputs; and oversee all other details to ensure seamless presentation for Dean’s Office events and activities.
  • Serve as counsel to faculty, staff, and students participating on planning committees. Participate in planning sessions and advise on details relating to operations. Develop and execute new ideas and concepts for program themes, materials and resources to supplement, expand or replace existing program components.
  • Facilitate communication among the Dean’s Office and the Law School and University community members to ensure that events meet programmatic, budgetary, and public relations needs. Interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.
  • Prepare complex and detailed materials, presentations, and reports for events, programs, meetings, and committees at the direction of the Dean.
  • Coordinate with the Events Office to secure space and dates on calendar via the online reservation process. Ensure meetings and events are posted to the University and Law School calendars and any changes are promptly reflected on calendar. Oversee the completion and submission of Event Manager Questionnaire forms for each event.
  • Coordinate the administrative needs of the faculty hiring committees. This includes:
  • Assembling reports on faculty appointments and promotions, including processing time-sensitive, confidential documents. Scheduling and coordinating arrangements for faculty candidate travel, faculty committee meetings, job talks, and other related events or activities. Assisting with the reappointment process, including gathering information; preparing detailed, confidential reports. Manage the Winter session Program, with oversight from the Assistant Dean of Academic Initiatives, with particular focus on:
    • Website management,
    • Enrollment tracking,
    • Faculty evaluations, and
    • Travel arrangements for faculty.
  • Supervise, orient and train staff and students as needed for particular events.
  • The position will perform other related duties incidental to the above mentioned tasks.

EDUCATION/TRAINING

Work requires analytical, communications and organizational skills generally acquired through completion of an Associate's degree program.

EXPERIENCE

Work requires three years of relevant experience. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
SKILLS -

  • Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems.
  • Skills evaluating program performance, summarizing findings, communicating results, and forming an action plan.
  • Knowledge of business and management principles involved in strategic planning, resource allocation, and coordination of people and resources.

Location Durham

Duke Entity UNIVERSITY

Job Family Level 11

Full Time / Part Time FULL TIME

Regular / Temporary Regular

Shift First/Day

Minimum Qualifications

Duke University 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 essential job 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.

Education

Work requires analytical, communications and organizational skills generally acquired through completion of an Associate's degree program.

Experience

Work requires three years of relevant experience.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE