Senior Program Coordinator, Office of Faculty Affairs, Trinity College of Arts and Sciences

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.

The Senior Program Coordinator [or Administrative Coordinator] in Faculty Affairs provides comprehensive administrative support for the Faculty Affairs office and represents Faculty Affairs Policies to all Arts and Sciences Faculty, Faculty Leaders, and Department Administrators. The Senior Program Coordinator ensures that the work of the Faculty Affairs office meets the needs of the University and showcases excellence. The Senior Program Coordinator reports directly to the Vice Dean and collaborates closely with the Administrative Manager.

• Support Vice Dean in preparing faculty-wide communications regarding Annual Leave Requests and Scholarly Activity Reports.
• Reinforce faculty-wide messaging with follow up communications to Business Managers.
• Organize bi-annual workshops for Business Mangers to support APT dossier preparation
• Organize DFAC training sessions for Business Managers in collaboration with Provost’s Faculty Affairs office.
• Maintain availability by phone for 1:1 support to Business Managers on Faculty Affairs policies or procedures. Assist Chairs, faculty members, and departmental staff with faculty affairs policy questions. Handle inquiries from Chairs, faculty, and departmental staff on matters relating to faculty appointments, reviews, searches, and leaves.
• Email faculty letters. Email faculty letters from the Dean of Arts & Sciences and the Vice Dean for Faculty. Copy relevant personnel on emails. Contracts to be emailed include appointment offer letters to prospective new faculty members, reappointment, promotion, and retention offer letters to existing faculty, department Chair offer letters, retirement contacts, resignation acknowledgements, etc.

• Manage support for faculty in the Year-One Program; serve as the point of contact for assistance with the program & navigating the schedule of events
• Support Dean of Research in Year-One Program communications & event development.
• Manage support for faculty as they transition to Emeritus status; serve as point of contact for assistant with emeritus resources.
• Support Vice Dean for Faculty Affairs in emergitus faculty communications & event development.

• Manage faculty leave requests from departments. Receive annual packets of requests from departments, check sabbatical eligibility of those requesting sabbaticals, maintain leave requests spreadsheet, work with Vice Dean for Faculty to clarify requests, transmit requests in divisional packets to Provost’s office. Also manage piecemeal faculty leave requests that come in intermittently throughout the year.
• Add faculty leaves to dFac system. Input dFac forms for all leaves taken by regular rank faculty in Arts & Sciences.
• Write approval letters. Write approval letters for this type of leave, including all pertinent details. Transmit to the faculty members via email and email copies to relevant Deans, the department Chair, and relevant staff.
• Administrate the Trinity Research Leave Program: design Kuali form to receive applications; support Vice Dean in annual call for proposals; schedule TRL review committee meeting; provide relevant documents to review committee members (migrate from Kuali to Box); circulate official decision letters to faculty candidates.