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.

Occupational Summary

In support of a department or program, applies knowledge and skills to resolve complex non-routine administrative problems independently or with others.

Work Performed

Make operational and programmatic decisions that have a significant impact on the successful achievement of Biology program strategies and objectives; develop, coordinate, and advise staff regarding Biology program policy.

Department Chair support – 25%

• Primary administrative representative for the Chair and department to the university and the broader community. 
• Manage chair’s daily calendar (including arrange schedule of meetings and resolve conflicted meetings and incoming emails/mails
• Compile and prepare reports, adhoc for strategic planning and operations
• Reconcile procurement card spending in coordination with grants management staff
• Field confidential and routine inquiries
• Coordinate public relations activities to include creating and distributing promotional materials, publications, ads and fliers. Develop plans and schedules for release of publicity materials.

Departmental support – 45%

• Manage all event planning/executing activities, such as and not limited to, holiday party, annual retreat and other departmental activities
• Reserve airfare, lodging, transportation, maps, event registration, prepare itineraries as needed. Prepare travel and process reimbursements for our visitors, guest speakers and collaborators.
• Assist with and coordinate departmental calendar events, liaise with FMD, Trinity Facilities and Housekeeping
• Manage and submit faculty leave and sabbatical requests
• Prepare letter for secondary and joint appointments requests and gather signatures across departments.
• Receive annual committee assignments from chair
• Obtain Chair’s signature on important documents
• Develop efficient business processes, create and maintain departmental SOP’s and manuals
• Assist Administrative Director in other projects as needed. Ensure all aspects of responsibilities, special projects are deliverables are met
• Cultivate a workforce culture for chair, faculty, staff, students, visitors and guests
• Assist in the development of policies and procedures as appropriate
• Maintain historical departmental archives
• Work closely with department account specialist to responsibly administer department funds adhering to budget.
• Biology Power user for Scholars@duke. Serve as contact for website inquiries and execute updates; liaison with university website administrators.
• Co-own and administer departmental listservs.
• Develop and publish weekly newsletter for sharing department and university announcements.
• Maintain liaison with other programs, offices and departments at Duke to coordinate program business and to accomplish program objectives; interface with external organizations as appropriate to ensure cooperative efforts are enhanced and availableresources are utilized.
• Budget for, and coordinate, public events and other related programs; coordinate new ideas and concepts for program themes, materials and resources to supplement, expand or replace existing program components. Prepare budgets; monitor, verify and reconcile expenditure of budgeted funds as appropriate.

Facilitate faculty Appointments, Promotion and Tenure (APT) reviews – 10%

• Advise the department Chair; Departmental Appointments, Promotions, Tenure Committee, and faculty on proper appointment, promotion, credentials, and procedures.
• Request promotion materials from candidate; provide promotion packages to evaluators and solicit letters from them.
• Manage restricted site for committee and/or department review.
• Coordinate faculty meetings for discussion and voting of each case per department bylaws.
• Prepare and submit electronic files to Deans' Office via Duke Box
• Solicit faculty evaluations, award nominations, and promotions

Faculty support – 20%

• Liaison with faculty, the departmental Administrative Director, H.R. and Business offices, the Office of Faculty and Academic Affairs, and the International Office and assure that all faculty and researchers comply with all requirements of these offices.
• Faculty recruitment: Prepare search ads and payment for each.  Coordinate all faculty recruitment with Chairman and/or Departmental Leadership, including conducting national searches.  Investigate and assure departmental compliance with Duke policies and procedures to meet proper operating guidelines for recruitment. Coordinate faculty search campus visits: airfare, lodging, car service, meetings, reimbursements.
• Responsible for processing all faculty and research appointments, promotions, and renewals for the department.
• Solicit faculty evaluations, award nominations, and promotions
• Prepare onboarding materials, submit expenses for reimbursement on behalf of newly hired faculty members.
• Champion the onboarding process for all faculty members to ensure guidance and compliance are met
• Attend faculty meetings and record minutes. Interpret and adhere to Biology bylaws and university policies on meeting guidelines and restrictions.
• Monitor and evaluate program effectiveness; investigate trends and recommend and implement modifications to improve program effectiveness.
• Plan, coordinate and administer activities of assigned programs to include developing and implementing procedures, processes, services and systems.

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.

Preferred Qualifications:

• This position requires analytical, communication, and organizational skills typically acquired through the completion of a bachelor’s degree program. Additionally, a minimum of one year experience in program administration or in roles involving academic, instructional, or administrative activities is necessary to develop the skills needed to plan, coordinate, and implement a variety of program activities and events.
• Ability to manage multiple tasks, prioritize responsibilities, and keep track of important documents and schedules.
• Strong verbal and written communication abilities to interact effectively with faculty, staff, students and external stakeholders.
• Proficiency in managing time efficiently, meeting deadlines, and assisting the chair and leadership with time-sensitive tasks.
• Handle sensitive information with a high degree of confidentiality and professionalism.
• Familiarity with office software (e.g. Microsoft Office Suite, Google Workspace, Dropbox, Box and departmental specific software or databases.
• Ability to think critically, address issues promptly, and provide effective solutions. Ability to use logic and reasoning to identify the strengths and weakness of alternative solutions to problems.
• Experience in organizing meetings, events, seminars, and conferences, including coordinating logistics and managing budgets. Ability to provide guidance and direction to undergraduate and/or graduate students who occasionally provide supports to the departmental events/seminars/conferences.
• Building and maintaining positive relationships with colleagues, demonstrating empathy, and navigating complex social interactions.
• Ensure accuracy in documents, schedules, and communications to maintain high standards.
• Being flexible and open to changing priorities or unexpected tasks.
• Ability to lead or assist in projects, from initiation to completion, ensuring all objectives are met.
• Have a basic understanding of budgeting, expense tracking, and financial reporting.

Minimum Qualifications

Education

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

Experience

Work requires oneyear 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.

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.