Job Description: Operations Coordinator for Institutes

Employment

General Information about Duke TIP Institutes

Duke TIP Institutes are open to students in grades 9-12. These two-week courses meet seven days a week for instruction, discussion, research, and field work. Class size varies from 25-36 students, supervised by a staff of Instructors and Teaching Assistants. Due to the intensive nature of the Institutes, the Instructor/TA teams are also responsible for some residential aspects of the programs. A staff of Residential Counselors and an On-Site Director works with the academic staff and supervises the students during non-class activities and in the residence halls.

The Operations Coordinator Position

The Operations Coordinator (OC) fills a vital role as liaison between Duke TIP administration, academic staff, residential staff, students, and parents. Supervised by the On-Site Director (OSD), the OC establishes and maintains an on-site office in the residence hall. Detailed responsibilities include, but are not limited to, items listed under Specific Duties.

With the exception of Student Arrival and Departure Days and the day before, the OC has one day off each week, to be scheduled in conjunction with the OA (if applicable). The OC and other administrative staff must arrive before academic/residential staff to begin campus preparations and must work during student arrival and departure days.

Qualifications

A minimum of two years of college is required. Camp counselor, college RA, or similar experience is preferred; staff experience with a Duke TIP Institutes Program or similar residential program for gifted youth is helpful. Excellent organizational and communication skills, attention to detail, and the ability to work independently are required. A working knowledge of Microsoft Excel is needed. Applicants must possess a genuine interest in the academic, social, and emotional growth of adolescents, exhibit maturity and a positive attitude, and be willing to serve as a role model for students. There is a driving requirement for certain positions at Duke TIP. Eligible drivers must possess a valid driver’s license, be at least 21 years old, have an approved driving record on file, and be willing to drive Duke TIP vehicles.

Specific Duties

Office Maintenance

With OSD, set up the summer on-site office.
Maintain a professional office environment with appropriate levels of organization, efficiency, and cleanliness, and ensure smooth and efficient functioning as a service to staff, students, parents, and the OSD.
Establish and maintain office hours in accordance with program schedule and student needs.
Maintain a Visitor’s Log and check identification of visitors to Duke TIP site.
Oversee daily mail collection and distribution to staff and students.
Serve as the primary intermediary in dealing with parents or other callers who have concerns or seek information about the academic and social activities of the program.
Coordinate the lending of equipment and procure and monitor office supplies.
Work with OSD to produce and distribute daily and weekly staff schedules.
Read and review training materials sent by Duke TIP before the program begins.
In conjunction with OSD, train and supervise residential staff working in the on-site office.
Maintain the Office Log, provide a detailed end-of-program inventory, and offer suggestions for changes or improvements. Create forms and signs as needed.
At the end of term, pack up the summer office by returning rental equipment and vehicles, submitting reports, and packing, organizing, taking inventory, and storing materials for the next summer.
Notify host campus of work orders and maintenance requests from residential staff as needed.

Administrative Duties

Assemble training materials for staff.
Prepare for staff arrival (keys, payroll paperwork, etc.).
Facilitate communication between residential, academic, and administrative staffs and attend staff meetings as needed.
Record and report details of routine illnesses, ongoing health problems, and student emergencies.
Supervise staff and provide assistance during student self-medication times.
Assist Residential staff in coordinating evening and weekend activities.
With OSD, serve as liaison with host site office (e.g., Conference Services, housing) regarding program logistics (e.g., meals for field trips).
Manage use of office copier or local copy service by staff.
Coordinate the use of vehicles, including maintenance and gas. Maintain rental vehicle records. Report all vehicle problems or damages immediately to OSD and Assistant Director of Field Study Institutes.
Make arrangements for special events.
Create airport schedules for student arrival and departure days. Train staff on airport duties and schedule.
Carry out additional duties deemed necessary by the OSD.

General Expectations

Arrive on your contracted start date at the specified time and location.
Perform all contractual duties at the assigned times.
Support the Duke TIP Mission and all administrative decisions.
Abide by all Duke TIP policies and procedures.
Attend all designated orientation sessions and all scheduled meetings during the term.
Residential Staff members, the Residence Life Coordinator, and the On-Site Director are required to live in program-sponsored housing, return to the residence hall by 2:00am, and sleep in assigned room each night. (On off-duty nights, residential staff may sleep off-campus or in the assigned room.)
Instructional Staff, Academic Coordinators, Psychological Counselors, Operations Coordinators, and Office Assistants may choose to live either in program-sponsored housing or off campus; those living on campus are not required to spend every night on campus. However, on each night spent on campus, staff members must return to their residence hall by 2:00am and sleep in assigned room.
Obey all traffic laws, including speed limits and seatbelt regulations, when transporting students or driving Duke TIP vehicles for other business purposes. Duke TIP vehicles may not be used for personal errands.
Refrain from the following strictly prohibited activities:

Consuming alcoholic beverages in the presence of students or at any time at the program site (including, but not limited to, housing facilities, classrooms, parking lots, athletic fields, etc.) regardless of the distance from Duke TIP's designated area.
Returning to campus in an inebriated condition.
Possessing, selling, distributing, or using illegal drugs.
Inviting guests to visit the residence halls or to stay overnight in residence hall rooms.
Using tobacco products in the residence hall or in the presence of students.
Using inappropriate language, including profanity, discriminatory statements, and sexual innuendoes.

Maintain professional relationships with all staff members. Relationships and/or conflicts among staff members should never interfere with the proper performance of duties.
Maintain professional relationships with students at all times.
Enforce all student rules fairly and consistently according to the policies outlined in training.
Abide by all policies set forth by the host institution.
This position requires a full time commitment. Holding other jobs or taking classes during the contracted time period is prohibited.