STAFF SPECIALIST

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 Department of Electrical and Computer Engineering at Duke University seeks a Staff Specialist to support the educational mission of the department by working with faculty and program staff to support the department’s undergraduate program, as well as by providing administrative support to large undergraduate courses.

Work Performed
Plan, coordinate, and administer activities of assigned programs to include developing and implementing procedures, processes, services, and systems; train employees (e.g., Teaching Assistants) in proper methods and procedures and ensure the correctness of work.

General administrative support including:

• Provide administrative assistance to the Director of Undergraduate Studies, to support the accomplishment of program objectives.
• Develop, plan, coordinate, and implement activities to support the undergraduate program including, but not limited to: poster sessions, seminars, internal and external workshops, public events, and other related programs.
• Support the planning and implementation of course schedules, including soliciting course requests from curricular groups, visualizing proposed course schedule and identifying potential conflicts, entering course schedule requests (including reserve caps, course descriptions, and other special requests), helping to manage enrollment/waitlists.
• Manage Independent Study requests, including secure completed request form, enter Independent Study section into the course schedule, and provide permission number to eligible students. Track Independent Study enrollments in spreadsheet used later to organize the poster session.
• Manage new course and course revision requests, including working with faculty and DUS to create initial request and shepherding the request through approval process.

• Coordinate and organize Teaching Assistants (“TA”), including

- Support the TA program with solicitation, placement, TA Office Hours, room reservations, time card approval, evaluation survey and evaluations (Creating and deploying reports using various software (e.g. Qualtrics, Watermark, Evaluation Software and Microsoft Forms.

- Ensure that TAs and graders provide timely feedback, including monitoring of various task queues and discussion forums

• Coordinate Graduation with Departmental Distinction session(s), including collecting student papers and distributing to faculty committee, arranging presentation schedule, reserving room for presentations.
• Coordinate the identification, approval, and recognition of undergraduate award winners (both poster awards and graduation awards), including soliciting materials from identified students, distribution of materials to relevant faculty committees, arranging for monetary award and/or gifts (e.g., framed certificates for Graduation Ceremony), and updating ECE website and ECE Award plaques with names of winners.
• Support the planning and implementation of meetings with external visitors such as guest speakers for a class, advisory boards, or industry representatives. This is to include but not limited to ABET.
• Maintain liaison with other offices and departments at Duke to coordinate educational program business and to accomplish program objectives.
• Maintain and manage the ECE Website, Scholars@Duke and ECE Listservs (with instruction).
• Assist with the development and maintenance of a department intranet.

Instructor support including:

• Manage incapacitation forms, dean’s excuses, and accommodation requests for students with disabilities, other extensions, grade corrections, etc.
• Schedule and coordinate makeup exams or exams with accommodations for students with disabilities.
• Schedule project demos and poster sessions, additional office hours, or other meetings; organize poster sessions and direct students to printing resources.
• Help create/ improve/ monitor workflows and organizational aspects for large courses.
• Support various instructional technologies (e.g., Learning Management System such as Canvas) for assignment postings and submissions, student feedback, grade recording/reporting, etc.
• Photocopy exams and scan completed exams.
• Develop guidelines and best practices for managing all tasks.

Perform other related duties incidental to the work described herein.
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.



Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunities without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Minimum Qualifications

Education
Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.

Experience
Work generally requires four years of clerical or research experience OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications, and research practices. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of experience requirement.