Program Coordinator

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.

SUMMARY:

Plan, coordinate and administer activities within the Math Department; develop, coordinate and advise on policy related to assigned major programs.  Manage the department websites and communication.  Assist departmental leadership; supervise student assistants.  Manage departmental operations.  The ideal candidate will have high energy and creativity, self-starter, outstanding time management and scheduling skills, and excellent oral and written communication skills to work with multiple Duke entities and outside vendors and universities.  Flexibility is needed to adjust events from being in-person to virtual, and vice-versa. 

PROGRAM MANAGEMENT

• Manage seminar series (Graduate/Faculty, Applied Math and Analysis, Mathematical Biology, Geometry & Topology, CNCS/CTMS, Number Theory, Probability, String Theory, Algebraic Geometry, Nonlinear & Complex Systems.  Responsible for marketing, budget management, visa coordination, and reimbursements.
• Plan, coordinate, and manage logistics and promotion of regularly occurring and special events, meetings, and gatherings.  Handle all aspects of virtual and in-person events, including creation of websites for the event, virtual programming, accommodations, travel, and transportation.
• Adjust events from in-person to virtual or vice versa.  Manage all aspects of both types of event, using available technology and keeping up to date with expectations of Duke Conference and Event Services.
• Manage and/or assist on the Mathematics Diploma Ceremony (graduation), Duke Math Meet, Summer Workshop in Math (SWiM), Alumni weekend and any departmental special events, conferences, and workshops. Including the reimbursement and honoraria processing.
• Develop and implement procedures and processes for Duke Math Circles.  Work with local agencies and schools, create and maintain structure for instruction, and manage faculty and graduate student volunteers.  Solicit feedback and adapt program for best practices.
• Work collaboratively with the Director of Diversity, Equity and Inclusion to provide anti-racism training and other DEI initiatives for the department.
• Manage 25LIVE for the department and liaise with TCA&S Facilities office.
• Manage and coordinate logistics for the departmental weekly tea, including ordering refreshments and serving.
• Assist affiliated organizations with events co-sponsored by the Mathematics Department.
• Conduct analyses of the effectiveness of programs; make recommendations and, where appropriate, take actions to improve, expand, eliminate, or replace programs.  Prepare administrative materials for the development and implementation of new programs.
• Assist Math Department leadership in identifying and acting upon opportunities for collaboration with schools, departments, institutes, centers, and individual faculty across the university, as well as with local, regional, national and global organizations.
• Provide additional ad-hoc project management, program support, and coordination as required by the department. 

COMMUNICATION RESPONSIBILITIES

• Develop website content, including original stories, news articles, designs, videos, and integrated connections to multimedia and social networking opportunities.
• Assist with researching and writing policies and procedures; update policy and procedural manuals; obtain approval concerning new or revised policies and procedures.
• Manage all aspects of the external and internal Math websites, including creation of new pages and sites, as well as the development and maintenance of pages regarding departmental administration.
• Responsible for coordination of the departmental directory on the department website.
• Update Duke Events Calendar with seminars and other events.
• Update the Duke Flyer screens with department events and other events relevant to students, faculty and staff.
• Work with faculty and PhD students to promote their research activities and profile on Scholars@Duke.

ADMINISTRATIVE RESPONSIBILITIES

• Supervise undergraduate student assistants, including assigning and tracking tasks, setting standards, training, and monitoring performance.
• Coordinate efforts of paid and volunteer undergraduate student assistants, graduate student instructors, postdocs and faculty for programs and projects.
• Provide staff leadership through the recommendation of various personnel actions including but not limited to hiring, training, and scheduling.
• Coordinate the departmental procurement card purchases and expense processing for visitors and other department expenses.  Process expenses via Concur and Accounts Payable systems, and reconcile expenses.
• Solicit, track, organize and submit documents for Appointment, Promotion and Tenure and reappointments within the department.  Manage and maintain records.
• Provide administrative support to the Department Chair including calendar management, scheduling support, and recommendations of initiatives and support for department.
• Work with Chair to host candidates during faculty recruitment, including coordinating transportation, accommodations, and schedules.

OPERATIONAL RESPONSIBILITIES

• Manage space and facilities for incoming and current faculty, postdocs and graduate students, including furniture, renovations, and coordinating the transition process for new members of the department.
• Maintain spreadsheet of department space; work with the Chair to allocate space for faculty; work with the DGS and DGSA to allocate space for graduate students.
• Responsible for the accuracy of information in Web Central, the space reporting system.
• Oversee and follow through with work orders, housekeeping requests, maintenance, surplus.
• Oversee the management of record maintenance for faculty, postdocs, graduate students.
• Manage parking for department members and visitors.
• Manage access to department spaces through the DukeCard office and maintain list.
• Oversee system of key maintenance for department – manage data base, distribution, collection.

Perform other related duties incidental to the work described herein.

Minimum Qualifications

Education

Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.

Experience

Work requires one year of experience in program administration or OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.

Skills:

• Ability to provide guidance and direction to student assistants, including setting standards and monitoring performance.

• Skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems.

• Skills evaluating program performance, summarizing findings, communicating results, and forming an action plan.

Job Code: 00002321 PROGRAM COORD
Job Level: 10

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 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.