Job Description: Academic Coordinator for Summer Studies Programs

Employment

General Information About Duke TIP Summer Studies

The DukeTIP campus-based Summer Studies Program offers academically gifted students in grades 7-10 the opportunity to learn highly challenging material at a rate commensurate with their advanced abilities. Students enroll in a single DukeTIP-designed course for three weeks of in-depth study and attend nearly 40 hours of class each week between Monday morning and Saturday afternoon. The Summer Studies Program is offered on several college campuses. The program provides young scholars the unique opportunity to experience college classroom instruction and residence hall life. Highly qualified Instructor/Teaching Assistant teams teach classes of approximately 18 students. Outside the classroom, a carefully selected staff of Residential Counselors supervises students during meals, free time, and planned social and recreational activities.

The Academic Coordinator Position

The Academic Coordinator (AC) is an integral part of the site administrative team with the On-Site Director (OSD), Residence Life Coordinator (RLC) and the Psychological Counselor. The Academic Coordinator provides support to the academic staff by directly supervising Academic Program Assistants (APAs) and by serving as a liaison between Instructors, Teaching Assistants (TAs), and the On-Site Director. During orientation week, the Academic Coordinator conducts the academic portion of staff training and assists Instructors and Teaching Assistants with preparations for student arrival. The AC and other administrative staff must arrive 3 to 4 days before other staff to begin campus preparations. Detailed responsibilities include, but are not limited to, items listed under Specific Duties.

During the term, the Academic Coordinator visits classes regularly and provides feedback to the instructional staff. The Academic Coordinator also conducts weekly instructional staff meetings and provides assistance and advice to Instructors and Teaching Assistants who have students experiencing academic or discipline problems. The Academic Coordinator reports all academic concerns to the On-Site Director and confers regularly with the OSD, RLC, Psychological Counselor, and the Assistant Director of Academic Affairs to discuss student and site issues. The Academic Coordinator maintains normal business hours (8 a.m. to 5 p.m., Monday-Friday) and must also be available by phone on Saturdays from 8:00 a.m. to 1:00 p.m. in order to respond to academic situations. Additionally, the Academic Coordinator must regularly observe Evening Study sessions from 6:00 p.m. to 7:00 p.m.

Qualifications

A Bachelor’s Degree is required. Significant graduate coursework and/or classroom experience are also required. A Master’s Degree in Education or related field is strongly preferred. Strong leadership ability, supervisory experience, and willingness to accept responsibility as a leader and supervisor of a full academic staff are required. Applicants must possess excellent organizational skills as well as an ability to work cooperatively with others. A genuine interest in the academic, social, and emotional growth of adolescents, a positive and professional attitude, and a willingness to serve as a role model for staff and students are also necessary. 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 students in Duke TIP vehicles (cars, minivans, 8-passenger SUVs).

Specific Duties

Staff Training

Attend a weekend training session at Duke University in late April and arrive on campus a few days prior to staff arrival.
Conduct academic staff training as directed by the Assistant Director of Academic Affairs.

Administrative

At beginning of each term, receive books and instructional supplies from main office. Supervise distribution of books and supplies to Instructors Issue classroom assignments. Check out keys to Instructors, and keep records of issued keys (including AV keys).
Complete classroom inspections at the beginning and end of each term.
Attend student and parent orientation sessions on Student Arrival Day.
Accompany any TIP-approved visitor (e.g. guest speakers, board members) during class visits.
Approve any academic fund requests before On-Site Director provides cash.
Work with the On-Site Director to assist Instructors with coordination of field trips and with scheduling of special academic events.
Review and follow-up on student academic referrals regularly with the On-Site Director.
In consultation with the Psychological Counselor, intervene/assist in conflicts among members of the instructional staff.
Meet frequently with the On-Site Director, Residence Life Coordinator, and Psychological Counselor to discuss student and program issues.
Facilitate mid-term parent conferences regarding academic difficulties. Advise Instructors about appropriate strategies for interacting with parents.
Secure End-of-Course tests for mathematics courses (if applicable), train Instructors to administer the tests, oversee the administration, and return tests as quickly as possible to the Assistant Director for Academic Affairs for grading.
At the end of the program, provide instructional staff a list of checkout procedures. Collect academic items, such as classroom and AV keys, rubrics, Duke TIP-purchased classroom supplies, missing syllabi and course descriptions, etc., from each Instructor and TA.
Solicit course proposals for next summer.

Program Leadership

Read and review training materials sent by Duke TIP before the program begins.
Work with the Publications/Acquisitions Coordinator at the TIP main office before approving any book, supply, or field trip requests.
Confer with the Director of Domestic Educational Programs and the Assistant Director for Academic Affairs on issues of policy involving student or instructional staff dismissals.
Work with the Campus Supervisor at the Duke TIP main office and the Assistant Director for Academic Affairs on issues involving facilities, transportation, and other issues, which impact academic operations.
Communicate with academic departments at host sites if complaints/concerns arise. Work with Duke TIP staff to resolve any problems.
Throughout the term, prepare a list of academic topics to address in final report and compile a list of campus faculty and staff to be thanked officially by Duke TIP at the end of the summer.
At the end of the Summer Studies Program, prepare a final report that summarizes academics at the site. In this report, make recommendations to both the Campus Supervisor at the main Duke TIP office and the Director of Domestic Educational Programs regarding the rehiring of staff. Discuss with staff members their availability for future summers, and include that information.
Submit revisions to the AC training manual or other staff handouts and training materials to the Assistant Director for Academic Affairs.
At the end of the program, box and inventory all returned classroom supplies. Provide inventory list to the Assistant Director for Academic Affairs.

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 Program Assistants, Residential Counselors, Residence Hall Leaders, Residence Life Coordinators, and On-Site Directors are required to live in program-sponsored housing, return to the residence hall by 2:00am, and sleep in assigned rooms each night. (On off-duty nights, residential staff may sleep off-campus or in assigned rooms.)
Academic Program Assistants, Teaching Assistants, Instructors, 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 rooms. Overnight guests are not permitted in Duke TIP housing.
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.