Duke University Talent Identification Program Durham, NC, United States
Talent Search Operations Manager TIP-Talent Search Department Requisition Number 401279044 Location Durham Duke Entity UNIVERSITY Regular/Temporary Regular Job Code 1492 Administrative Coordinator Job Family Level 12 Exempt/Non-Exempt Non-Exempt Full Time / Part Time FULL TIME Shift First/Day Occupational Summary: As a part of the TIP Talent Search Department, you will plan, coordinate and participate in the daily operations of the Admissions Department at the Duke University Talent Identification Program. If you are interested in applying, please submit an electronic application with a cover letter and resume to the Duke HR Careers page at https://hr.duke.edu/careers/apply for requisition # 401279044 prior to the close of the position on Monday July 3, 2017 @ 5:00PM . Position Summary : The Duke University Talent Search Operations Manager provides support and assistance in two areas of work for Talent Search: (1) Oversees the operations and supervises the coordinators of both talent searches (2) Coordinates the recognition ceremonies for talent search participants. This position will provide guidance and direction for the daily operations of the 4th-6th grade and 7th grade talent searches. This will involve goal settings, managing division updates/changes, controlling budgets, maintaining systematic flow, reporting, and organizing projects for effective outcomes. In addition, s/he will plan, coordinate and administer all the logistics for the Grand Recognition Ceremony at Duke University and for the state ceremonies. This includes coordinating the development of all ceremony materials, such as invitation pieces, handouts and programs. Additionally, s/he organizes the selection process for single-course tuition scholarships and advises on all TIP ceremony policies and activities. S/he will manage the hiring process for talent search staff members to include, writing job descriptions, selecting an interview team, and providing initial training to new hires. Talent Search Operations The Operations Manager will have two direct reports: 4th-6th Grade and 7th Grade Talent Search Coordinators. S/he will maintain an operations calendar/schedule of ongoing activities and events for both talent searches in order to provide proactive support. Will hold regular supervision meetings to discuss staff concerns or changes, enrollment updates, problems or change and will represent TIP at meetings with testing agencies (ACT or SAT) when needed. Guide continuous improvement throughout the year and standardize processes between the two searches to eliminate duplication of tasks, create more efficiency and utilization of time/resources. S/he will provide support to both talent searches by annually reviewing budgets, publications, tests and ceremony scores; coordinating database upgrades/changes; assisting with webinar presentations as needed monitoring website pages, coordinating guest visits to TIP, serving as a back-up for loading test scores; managing q-test score process and determining qualifying test/scores for participation in talent search. She will conduct regular staff meetings and department retreats. In collaboration with supervisor and at the end of enrollment cycle, define the trend analysis for enrollments and work with the recruitment team to define long-range outreach goals. The TS Operations Manager will create detailed demographic reports for both talent searches and utilize these reports in planning for increased growth and ongoing outreach in conjunction with recruitment team. Overseeing operations will include providing customer service and being knowledgeable in all areas of enrollment, above-level testing, financial aid, benefits, being familiar with TIP resources for both talent searches, and serving as a liaison (attending meetings or participating in groups) with other divisions that provide talent search benefits. Assist with email box responses and phone calls during the high enrollment periods. State Ceremonies The Operations Manager will recruit potential universities and colleges to serve as host sites for the state ceremonies and secure an agreement with those that will provide ceremonies within their region; maintain a list of these confirmed and potential sites from year to year. S/he will coordinate all logistics with hosting institutions of state ceremonies and will utilize the student database to generate appropriate reports, determine the projected number of qualifying students who will attend each state ceremony and inform the host sites of the projected numbers. Secure additional sites when needed. During the planning and implementation period, this position will maintain continuous communication with host contacts and university liaisons to ensure updates are received, planning is progressing and last minute details are resolved. This includes overseeing all ceremony publications and materials; ordering and sending the medals; developing programs and emergency plans, before the ceremonies. S/he will organize and coordinate the tuition scholarship awards programs with many of the host institutions and communicate with recipients regarding this award. Daily customer service may include working with hosting institutions, families, educators or other school personnel. Supervisory skills will be utilized for temporary and permanent staff. A schedule of ceremonies will be developed and shared with internal staff. S/he will prepare and conduct a training session with the ceremony representatives regarding responsibilities for both state and grand ceremonies. The presentation script and a list of students attending will be shared with representatives in a comprehensive travel folder prior to the ceremony date. The Operations Manager will also serve as a TIP representative to one or more ceremonies each year. This may involve out-of-state travel. Following the ceremony season (April-May-June), s/he will evaluate each ceremony to determine quality, participation rate and prepare a summary report. Grand Ceremony The TS Operations Manager will plan, organize and coordinate all aspects of the Grand Ceremony at Duke University, to include securing the date for Cameron Indoor Stadium and keynote speaker, finalizing the venue and forum for information sessions, preparing the merit scholarship certificates and other activities. Well in advance of the event, s/he will collaborate with Marketing on photograph set-ups and other promotions; hold regular meetings with internal staff to provide updated information and changes. Participating 7th graders who qualify as merit scholars will be identified and receive communication regarding their scholarships (early March). This will require generating data from the student/educator database of students who meet the standards and criteria for the Bevan Scholarships and TS Scholars of Distinction. S/he will prepare and provide script to the Duke TIP Executive Director and communicate details regarding the ceremony. Following this event, s/he will supervise the mailings of medals to those who were not in attendance. A budget will be developed and presented to finance for the following year for ceremonies. Budgets for both talent searches will be reviewed and monitored throughout the year and finalized with the supervisor before submission to Director of Finance. Perform other duties as assigned by the supervisor. Minimum Qualifications Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status. 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. Preferred Skills Strong operational, communication and organizational skills; project management/event planning; database management/analysis; supervisory experience; strategic planning; Spanish fluency a plus. Education Work requires a general business background generally equivalent to a bachelor's degree in a business related field. Experience Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business related field may be substituted for 2years experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OREXPERIENCE.