Duke University:

 

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.

 

Positional Summary

The Project Planner for the Office of the Vice President/Vice Provost for Student Affairs will apply project management knowledge, technical and interpersonal skills, and project management tools and techniques to meet the project requirements of medium to large projects that are the coordinated activities of the Division of Student Affairs in Communications, Meetings and Events charged by the Office of the Vice Provost/Vice President of Student Affairs (VPSA). The incumbent will be responsible for the management of events, meetings, and communications for the Division of Student Affairs, which encompasses over 1,500 student and professional level employees across 34 departments and units, in support of executing the priorities of the VPSA. The role ensures that the needs and priorities of Student Affairs are executed with key university partners, supervisors, and colleagues with a dedication to excellence in collaboration.

 

Key Position Duties

Divisional Leadership- 30% of Effort

Serve as a key representative of the Office of the Vice President for Student Affairs to the university community and engage with multiple constituent groups on behalf of the VPSA, as needed. Delegate tasks/projects, provide directives, and facilitate information gathering from student affairs staff and departments on behalf of the VPSA. Collaborate with senior Student Affairs Leadership (i.e., Asst./Assoc. Vice Presidents, Deans, and Directors) to develop and implement divisional and change management initiatives. Lead strategic initiatives through planning, tracking, and reporting on milestones and outcomes. Coordinate Student Affairs Leadership Council and SA Leadership Team events and meetings. Hire, manage, and evaluate assigned student staff employed by the Office of the VPSA, delegating level appropriate assignments to staff and reviewing for completeness.

 

Executive Communications- 30% of Effort

Manage the Division of Student Affairs email accounts, triaging and resolving inquiries with diplomacy, discretion, and tact. Independently research and gather information regarding divisional priorities, development efforts, and institutional planning; draft reports, presentations, or memos for internal and external audiences with minimal oversight. Prepare outward-facing communications to various constituencies on behalf of the VPSA, demonstrating discernment and ensuring appropriate content, tone, and delivery. Draft pre-read materials, memos, and slide decks for meetings with university leaders on behalf of the VPSA, including clear and concise summaries for VPSA review. Prepare briefing memos on behalf of the Vice President/Vice Provost for Student Affairs, Chief of Staff, the Associate Vice President of Student Affairs for Resource Administration & Planning (e.g., briefing memos to the President/Provost regarding student organizations in advance of their engagement with student leaders). Record and maintain of meeting minutes and records, applying discernment in management of confidential information; review information to determine specific issues or items of note to elevate to the VPSA or other senior student affairs leaders.

 

Strategic Leadership- 20% of Effort

Provide strategic leadership for multiple special projects, divisional initiatives and long-term planning on behalf of the Office of the VPSA. Develop and implement program protocols, procedures, and policy recommendations impacting all 34 Student Affairs departments and units. Lead and execute strategic projects and high visibility initiatives (i.e. executive professional development sessions, retreats, and other divisional or senior leadership gatherings). Convene and coordinate meetings, task forces, and committees to align divisional resources in order to meet project objectives and goals. Manage standing and ad-hoc working groups and committees in a fast-paced environment (i.e. Centennial Celebration committee, Student Engagement Committee of the Provost Middle East Initiative).

 

Event Coordination- 15% of Effort

Oversee arrangements for special events and programs hosted by the VPSA, managing invitations, logistics, documentation, and follow-up with participants and service providers. Lead the planning and execution of high visibility events and meetings on behalf of the Vice President for student affairs. This includes but is not limited to, events and meetings attended by the President, Provost, Board of Trustee members, other senior university leadership, high-level donors, and students. Manage event budgets and collaborate with identified staff members to ensure proper funding of divisional events and programs. Coordinate content, agendas, and speakers for divisional events and meetings, in collaboration with senior student affairs leaders. Maintain liaison relationships with departments, schools, centers and institutes interested in cosponsoring events or special projects with student affairs. Collaborate with Student Affairs HR, Learning and Development, and other internal and external vendors to design and implement professional development workshops for student affairs staff. Prepare budgets, manage invoices, and reconcile expenses for events.

 

Other- 5% of Effort

Perform related duties as assigned or required to meet departmental, Division and University goals and objectives, as assigned by their Supervisor, Director, or respective designees.

 

The intent of this job description is to provide a representative outline of the type of responsibilities that will be required of positions given this title and shall not be construed as all-encompassing or as a declaration of all specific duties and responsibilities of this position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

 

Physical Demands:

The primary nature of this position is that of office work, with occasional work taking place outdoors, as well as involving occasional lifting of items up to 50lbs. Must be able to complete all positional requirements outlined above with or without reasonable accommodations. For more information, please visit https://hr.duke.edu/policies/ada/

 

Strongly Preferred Experiences:

Prior work experience within a Division of Student Affairs/Student Services in a higher educational institution

 

Strongly Preferred Skills and Competencies

Strong competency in exercising autonomous judgement and decision making. Demonstrated prowess in the use of discretion and confidentiality when dealing with privileged/sensitive information. Demonstrated skill in diplomacy, tact, and de-escalation. Superior ability to communicate effectively with a variety of constituents and stakeholders, including in communications as the sole representative of an executive level office. Strong organizational and time management skills. High familiarity with office technology and software (e.g., Microsoft Office, SAP R/3, web-based applications and academic software); as well as a willingness to learn additional software applications. Able to effectively complete tasks in a critical, strategic, and creative manner with a keen attention to detail. Dedication to providing exceptional customer service to students, parents, faculty, staff, and vendors. Ability to manage multiple priorities and adapt to diverse customer’s needs. Knowledge of Duke practices, policies, and financial systems is preferred.

 

Minimum Qualifications

Education

Bachelor's degree. Additional training in Project Management or related training is desired.

Experience

Two years of experience in project management, with increasing scope and independence. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

 

 

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity 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 essentialjob 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.