Job Description: On-Site Coordinator for Institutes

Employment…

General Information about Duke TIP Institutes

Duke TIP Leadership Institute and Great Debates Institute are open to students in grades 9-12; the Global Dialogues Institute is open to students in grades 10-12. These two-week courses meet seven days a week for instruction, discussion, research, and field work. Class size varies from 28-36 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 Coordinator (Leadership and Debate only) works with the academic staff and supervises the students during non-class activities and in the residence halls.

The On-Site Coordinator Position

The On-Site Coordinator for a Duke TIP Institute is the chief administrator for the program and is responsible for smooth and efficient program operations. The On-Site Coordinator reports to and works with the Coordinator of Educational Programs in the main Duke TIP office before, during, and after the program on components including housing, dining, student activities, staff training, disciplinary matters, program finances, and logistical coordination with host institutions/sites. The On-Site Coordinator maintains high visibility within the program, attending all events/activities/field trips, observing classes, leading staff meetings, and serving as the main student supervisor during all non-class times. In addition, the On-Site Coordinator must provide constant (24-hour/7 days a week) availability to respond to crisis situations. The On-Site Coordinator will work with the Instructor(s) to plan daily activities, and will be responsible for coordinating, arranging logistics for, and leading all activities and field trips (as necessary). Detailed responsibilities include, but are not limited to, items listed under Specific Duties.

Qualifications

A Bachelor’s Degree is required. Experience with high school students in teaching or residential life supervision capacity is strongly preferred, as is experience with programs and/or curricula for academically gifted students and familiarity with the subject of the Institute. Strong leadership abilities, supervisory experience, and willingness to accept responsibility as leader and supervisor of staff are required. Applicants must possess excellent organizational skills and attention to detail, fiscal management experience, and the ability to work independently. Genuine interest in the academic, social, and emotional growth of adolescents, a positive attitude, and the willingness to serve as a role model for students and staff are necessary. Commitment to working as a team player is a must. 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

Before the program

Read and review training materials sent by Duke TIP before the program begins.
Travel to Duke University for the weekend orientation meeting in late April or early May (travel and accommodations are paid).
Contact Instructor(s), Teaching Assistant(s) and Residential Counselors (if applicable) to discuss plans for the program.

During the Program

With Instructor(s), supervise all Duke TIP staff at the program. Supervise and evaluate the Residential Counselors.
Assist in the supervision of Teaching Assistants, related to their role in residential supervision of students.
Perform all duties necessary to ensure the smooth operation of the course and the program.
Provide training for all staff members at beginning of program and lead meetings with all staff during the program.
Prepare for student arrival to and departure from the program.
Be a visible and accessible presence at the site. This includes eating all meals with the students and staff, living in program housing, visiting/observing classes, leading all evening and weekend activities, etc.
Maintain good communication and relations with the primary on-site contact (e.g. university site manager).
Serve as lead disciplinarian on-site, conferring with Coordinator of Educational Programs as needed.
Assume responsibility and maintain a detailed log for petty cash and the disbursements of funds for instructional and recreational activities.
Oversee residential matters for the duration of the program, including transportation, student housing, dining, and recreation.
Organize and oversee the details of program opening and closing, including supervision of pre- and post-term residence hall inspections (if applicable), damage assessments, keys, roommate assignments, etc.
Enforce all program rules and ensure safety of students and staff; report all violations systematically according to procedures; notify parents as soon and as often as possible when rule violations, medical problems, or academic problems appear, and keep a log of all such communications.
Handle any medical problem immediately.
Immediately inform the Coordinator of Educational Programs of important disciplinary, personal, or medical matters relating to students.
Act as primary contact with parents when necessary.
Work with staff to develop a variety of student activities that are distinctive to and reflective of the Duke TIP experience.
Schedule, organize, and lead all activities and excursions. This may include purchasing tickets, arranging transportation, and reserving meeting spaces.

After Students Depart

The following materials must be returned to the Coordinator of Educational Programs within two weeks of your return from the site:

Detailed written evaluations of the program, Teaching Assistants, and Residential Counselors
The evaluations that students completed before leaving the program
Extra textbooks and Duke TIP-purchased course supplies
Petty cash materials, including the ledger, receipts, and a check for the balance amount

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 and administrative staff members are required to live in program-sponsored housing.
Maintain constant communication with Coordinator of Educational Programs
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.