Administrative Coordinator, Fuqua School of Business

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.

Administrative Coordinator

Fuqua School of Business

Dean's Office

Level 12

Position Summary

Serve as the Executive Assistant to the Dean of the Fuqua School of Business, providing high-level administrative support and strategic coordination for Dean's office operations. This role requires exceptional judgment, discretion, and professional maturity in managing confidential information and interactions with faculty, staff, students, senior leadership, executives, board members, and distinguished visitors.

Essential Responsibilities include but are not limited to:

Executive Support and Strategic Operations

• Serve as gatekeeper for the dean, managing confidential information and ensuring comprehensive preparation for all meetings with detailed briefing materials and talking points
• Manage dean’s complex calendar – recurring meetings, special requests, etc., using sound  judgment to manage priorities. Respond to multiple daily requests and make suggestions to maximize time and eliminate unnecessary meetings
• Coordinate all aspects of the Dean’s travel calendar, including itinerary preparation, flights, ground transportation, and accommodations
• Oversee incoming correspondence and requests for the Dean’s attention; route issues and requests to other staff members as appropriate; prioritize items that need immediate attention; ensure follow up as needed
• Draft all matter of correspondence for the dean in her voice: emails, board notes, meeting summaries, recommendation letters and official communications to internal and external stakeholders
• Provide dedicated support for high-profile visiting professors and C-suite level visitors
• Manage death protocol: communications to staff/faculty and other constituencies, coordinate order of memorial tree and plaque, communicate with the family

Board and Event Management

• Lead all logistical planning and execution for two annual advisory board (Board of Visitors) meetings, including:
  • Develop comprehensive meeting agenda in collaboration with the Dean
  • Coordinate multiple concurrent sessions and social activities
  • Manage all attendee communications and arrangements
  • Prepare and manage all meeting materials (advance reading, membership directory, handouts)
  • Coordinate detailed process to invite and onboard new board members
• Plan and execute goodwill events for faculty and staff to foster community engagement as needed (example: pizza party during water outage)
• Oversee holiday celebrations and gift coordination for Dean's office staff and Leadership Team
• Plan one-off unexpected events that fall under the dean’s purview (i.e., memorial receptions, pop up faculty receptions, retirement events, etc.)
• Schedule and plan cyclical faculty/staff dean’s forums and listening tours

Administrative Leadership

• Supervise and manage the office's event planner (program coordinator) and receptionist
• Interpret and implement departmental policies and procedures
• Serve as primary liaison and point of contact with other University personnel

Financial Management

• Responsible for the Dean’s office budget, including development, reconciling monthly financial statements, allocating funds, and making semi-annual projections
• Manage monthly reconciliation of Dean's office expenses, including:

• Procurement card reconciliation
• Travel and entertainment expense reports
• Vendor payments and invoice processing

Perform other related duties incidental to the work described herein

Required Qualifications

Education & Experience

• Bachelor's degree and minimum of 5 years of executive-level administrative experience

• Demonstrated experience in managing complex calendars and coordinating high-level meetings
• Prior experience in higher education administration preferred
• Supervisory experience required

Skills and Competencies

• Exceptional attention to detail and organizational skills
• Outstanding written and verbal communication abilities
• Strong critical thinking and problem-solving capabilities
• Demonstrated ability to handle multiple competing priorities
• Excellent interpersonal skills and professional presence
• Advanced proficiency in Microsoft Office Suite
• Ability to maintain strict confidentiality
• Strong project management skills
• Demonstrated judgment and decision-making abilities

Working Conditions

• Professional office environment: regularly interact with senior executives and distinguished visitors and maintain high level of professionalism in manner and presentation
• On-site, in-person presence required
• Evening and weekend work as needed for special events
• Monitor email/text communications for urgent situations outside regular working hours. Plan time away from the office around the Dean’s schedule and school events

Minimum Qualifications

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 2 years experience or an equivalent combination of education and relevant experience..

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