Job description

Position Overview:

This position serves as a critical administrative and cross-campus coordination role for the Office of Academic Affairs at Duke Kunshan University. The coordinator will provide administrative support to the Vice Chancellor for Academic Affairs (VCAA) and the Office of Academic Affairs, and will also assist in the administrative duties related to curriculum and faculty hiring processes, performing advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, competencies and knowledge of organization policies and practices while exercising discretion in handling confidential, sensitive and timely information for the Dean for Undergraduate Curricular and Academic Affairs (DUCA).

 

Reports to:

Vice Chancellor for Academic Affairs (VCAA)

 

Essential Duties:

1.         Be responsible for calendar management and travel arrangements for the VCAA, requiring interaction with both international and domestic executives and assistants, and coordinating a variety of complex schedules and meetings.

2.         Be responsible for calendar management for the DUCA, requiring independent judgment and frequent interaction with, as well as coordination across, personnel from both DKU and Duke University, particularly senior ranking officials inside and outside the University.

3.         Organize DUCA’s accommodation and travel within China and submit relevant expenses to appropriate administrators.

4.         Assist DUCA in all aspects related to the leadership and administration of curricular and faculty hiring processes at DKU.

5.         Assist DUCA in the development of the annual teaching plan by assuming responsibility for the maintenance and development of the online Teaching Assignment Management System, coordinating communication with DKU division chairs, the DKU Registrar’s Office, the DKU Office of Academic Advising, the DKU Office of Academic Services, and the Academic Dean of DKU Students at Duke University.

6.         Assume responsibility for completing a variety of non-routine assignments that often require cross-campus collaboration and problem-solving.

7.         Maintain and advance knowledge of key technology platforms used by the University.

8.         Assume primary responsibility for the annual reporting of SW and MP data by obtaining that information from the OSW and DGS.

9.         Interpret DKU institutional policies and procedures, making decisions regarding specific operating challenges and issuing instructions in the name of the DUCA in accordance with institutional precedents and policies.

10.     Assume primary responsibility for the preparation and management of DUCA’s budget, including processing payments within China, the transfer of funds, and liaising with relevant administrators regarding budget use.

11.     Plan, research and coordinate special projects, including with highly confidential data; compile reports and research and analyze specific operational procedures and issues as deemed necessary, relating to the curriculum, hiring processes, and faculty affairs at DKU, including the organization of historical data.

12.     Assist DUCA in the administration of DKU’s Mini-Term Program, including managing the annual application process, curating the Mini-term Bulletin, and liaising with the DKU faculty committees.

13.     Assist in the support of the Ad Hoc Duke DKU Course Review Committee, to include scheduling, follow-up and communication with faculty regarding course proposals.

14.     Assist with the collection of syllabi, including the maintenance of the repository.

15.     Oversee incoming correspondence and requests for the DUCA's attention; route problems and correspondence to other DKU staff members as appropriate; prioritize items that need immediate attention; answer DUCA's email and urgent phone calls or mail as needed.

16.     Compose letters and documents independently, requiring interpretation and application of DKU policies, rules and regulations and monitor follow up on all correspondence that requires written replies.

17.     Perform other related duties to support DKU.

18.     University employees' job responsibilities will continue to expand in scope and depth as the University grows in size and complexity in its programs.

Skills & experience

Required Qualifications:

1.         Work requires a Master’s Degree in a related area, or an equivalent combination of relevant education and professional experience. 

2.         2-3 years of work experience in administration, education, communication or other related areas.

3.         Strong communication and interpersonal skills.

4.         Excellent organizational skills and excellent problem-solving ability. 

5.         Ability to observe and maintain strict confidentiality and discretion required of a position that oversees personnel processes. 

6.         Ability to resolve complex administrative problems independently. 

7.         Expert knowledge of Microsoft Word, Excel, and PowerPoint. 

How to Apply:

Please submit your formal application by searching the position on DKU recruitment portal.