Job Description: On-Site Director 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 On-Site Director Position

The On-Site Director (OSD) is the chief administrator of each program site and is responsible for smooth and efficient program operations. The OSD 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 student activities, staff training, classroom and instructional matters, disciplinary matters, site finances, and logistical coordination with host institutions. The OSD directly supervises the on-site administrative staff, plans and conducts staff training and orientation, evaluates and approves academic and residential expense requests, manages petty cash, and reviews student and staff disciplinary situations. The OSD 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.

The OSD has one 24-hour period off (Monday-Thursday) each week. At all other times, he or she must be accessible via pager or cell phone in case of emergency.

Qualifications

A Bachelor’s Degree is required. Experience with middle school and/or high school students in teaching or residential life supervision capacity is required; residential staff experience in a Duke TIP Summer Studies Program or similar residential program for gifted youth is preferred. Strong leadership abilities, supervisory experience, and willingness to accept responsibility as leader and supervisor of full 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 this position. 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

Student Supervision

Work with staff to develop a variety of student activities that are distinctive to and reflective of the Duke TIP experience.
With RLC, supervise the organization of weekend, campus-wide, and end-of-term activities and excursions.
Work with staff to facilitate the inclusion of all students into activities

Staff Training

Plan and conduct orientation for full Duke TIP staff emphasizing high standards for conduct, programming, curriculum, and community development. Conduct vehicle safety training.
Train on-site office staff in the use of all Office Log forms (check-in, room inspections, lost keys/cards, rental vehicle use, etc.)
Assist the Academic Coordinator in training and providing guidance to the instructional staff.
Assist the Residence Life Coordinator in training and providing guidance to the residential staff.

Staff Supervision

Supervise the entire Duke TIP staff at the assigned site.
Communicate daily with Academic Coordinator, Residence Life Coordinator, and Psychological Counselor to ensure that all parties are aware of student and staff issues.
Participate in meetings with Academic Coordinator and instructional staff.
Participate in meetings with Residence Life Coordinator and residential staff.
Be a visible and accessible presence at the site. This is accomplished by carrying a TIP cell phone, eating all meals in the assigned dining hall with staff and students, visiting/observing classes, participating in evening activities, etc. Establish office hours (e.g., 4 to 5 p.m.).
In conjunction with the Residence Life Coordinator, oversee residential matters for the duration of the program, including transportation, maintenance, student housing, dining, and recreation. Specific tasks may be assigned to Residence Hall Leaders or on-site office staff.
Supervise all end-of-program tasks, including cleaning, room and classroom inspections, replacement of moved furniture/materials, organization of student check-out and airport transportation, returning items to storage, etc.

Discipline

Enforce all program rules and ensure safety of students and staff; report all violations according to procedures; notify parents as soon and as often as possible when rule violations, medical incidents, or academic concerns appear, and keep a log of all such communications.
Act as the primary contact with parents when necessary.

Financial

Prepare procedures for petty cash usage and reconciliation.
Assume ultimate responsibility for all disbursements of funds for recreational and instructional activities through procedures established by the Duke Accounting Office and Duke TIP Financial Services.
Train on-site office staff in procedures for handling money and disbursement requests. On days off, delegate responsibility for handling money to the Residence Life Coordinator.
Keep a detailed financial log in EXCEL along with original receipts to account for all program money; submit this log to the Duke TIP main office at the end of term. No outside source may be hired to perform this function. Discrepancies in the ledger may result in reductions from your paycheck.

Administrative

Confer several times each week with the Campus Supervisor at the main Duke TIP office about the progress of the program and the status of students and staff.
Immediately inform the Campus Supervisor at the main Duke TIP office of important disciplinary, personal, or medical matters relating to students or staff as well as any damages to rental vehicles or host property.
Oversee organization of on-site office.
Prepare for staff arrival and orientation.
Plan and conduct an on-site orientation for the students, including a parent question-and-answer session.
Review office procedures with Operations Coordinator and Office Assistant.
Coordinate student self-medication schedule and duty roster with OC. Be aware of those with unique needs.
Organize and oversee the details of program opening and closing, including supervision of pre- and post-term residence hall inspections, damage assessments, keys, roommate assignments, etc.
Update Residence Life Coordinator on the status of campus issues prior to day off. RLC assumes OSD’s responsibilities on his or her day off.
Handle any medical incident immediately as outlined by Duke TIP protocol.
Coordinate end-of-program events.

Program Leadership:

Read and review training materials sent by Duke TIP before the program begins.
Attend a weekend training session at Duke University in late April and arrive on campus a few days prior to staff arrival.
Contribute to the development and review of policies governing students and staff.
Assist with the selection, development, purchase, and inventory of program materials and supplies. Take delivery of appliances (copier, TV, VCR), retrieve items from storage, and unpack materials from storage.
Meet with host site office (e.g., Conference Services, Housing) regarding program logistics.
Coordinate the final evaluation of the program by students, staff, and instructors, and ensure that all evaluation forms are returned to the Duke TIP office on the first weekday after the end of term.
Submit a complete Office Log and financial log on the first weekday after the end of term. Return petty cash directly to Duke TIP Finance.
Submit a detailed, written summary of the program and a written evaluation of the program staff according to proper format within a week of the program’s conclusion.
Submit revisions to the OSD training manual or other staff handouts and training materials to the Campus Supervisor at the main Duke TIP office.
Conduct an inventory of all program materials and supplies; be responsible for the return of supplies and inventory to Duke TIP main office. Return lost/found items to main office.

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 the 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.
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.