Administrative 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.

Be You.

At Duke, we believe that great ideas come from different perspectives, experiences, and backgrounds. As the Administrative Coordinator within Trinity College of Arts & Sciences, you'll play an essential role in supporting the financial, operational, and administrative functions that enable our leadership teams to serve the university community effectively.

In this highly collaborative position, you'll partner closely with the Vice Dean for Finance & Administration, the Associate Dean for Technology Strategy, and colleagues across Trinity Finance, Human Resources, and Technology. Your expertise, attention to detail, and commitment to service will help strengthen operations, improve processes, and support strategic initiatives across Trinity.

Whether you're analyzing budgets, improving workflows, coordinating leadership priorities, or supporting critical administrative operations, your contributions will have a meaningful impact on the success of our academic community.

Please attach a cover letter to your application.  Applications without a cover letter will not be reviewed.  

Be Bold.

This is an opportunity for a motivated professional who enjoys balancing analytical work with relationship building, operational excellence, and continuous improvement. You'll exercise independent judgment, identify opportunities to enhance processes, and collaborate with stakeholders across Duke to solve complex administrative and operational challenges.

What You'll Do

Provide Financial Coordination & Budget Support

• Support financial management activities for Trinity Technology and assigned Finance & Administration accounts.
• Assist in budget development, expenditure tracking, forecasting, variance analysis, and financial reporting.
• Partner with leadership to coordinate annual budget planning processes, gather supporting data, and prepare materials for review and decision-making.
• Reconcile financial accounts and proactively identify discrepancies, unusual transactions, and opportunities for corrective action.
• Monitor budget activity and commitments throughout the fiscal year, providing analyses and recommendations to support strategic decision-making.
• Develop and maintain financial tracking tools, reports, and dashboards that promote transparency and accountability.
• Review financial transactions, invoices, reimbursements, purchasing activities, and related documentation for accuracy and compliance.
• Collaborate with financial partners across Duke to resolve accounting and budget-related issues.

Drive Process Excellence & Administrative Improvement

• Serve as the Position Access Coordinator for Trinity College of Arts & Sciences.
• Manage position-based system access requests and related administrative workflows.
• Review authorization structures and identify opportunities to improve accuracy, consistency, and compliance.
• Maintain detailed documentation of access procedures, workflows, and administrative requirements.
• Provide guidance and support to departments navigating access and workflow processes.
• Evaluate operational procedures and recommend enhancements that improve efficiency, customer service, consistency, and effectiveness.
• Identify recurring operational challenges and help implement sustainable solutions.

Support Leadership & Strategic Operations

• Coordinate complex calendars and scheduling activities for the Associate Dean for Technology Strategy.
• Provide administrative and operational support across Finance & Administration leadership teams.
• Coordinate meetings, events, visitors, and logistical arrangements, ensuring seamless execution from planning through follow-up.
• Support onboarding and transition activities for new leaders and staff members.
• Provide backup administrative support for senior leaders as needed.
• Maintain shared records, operational documentation, and administrative resources that support business continuity.
• Collaborate with colleagues across Trinity to provide cross-functional support for departmental priorities and initiatives.

Coordinate Agreements & Special Projects

• Maintain a centralized inventory of Trinity Memoranda of Understanding (MOUs).
• Monitor agreement renewal schedules and facilitate timely review and action by stakeholders.
• Track agreements through approval, renewal, modification, and closure processes.
• Coordinate special projects and administrative initiatives that support organizational goals.

Choose Duke.

At Duke University, you'll find more than a job. You'll discover a community driven by collaboration, innovation, learning, and purpose.

As an Administrative Coordinator, you'll have the opportunity to:

• Contribute to the operational and financial excellence of one of the nation's leading universities.
• Partner with talented professionals across Finance, Technology, Human Resources, and Academic Administration.
• Build meaningful relationships while supporting strategic initiatives that impact faculty, staff, and students.
• Develop your professional skills in financial analysis, operations management, process improvement, and executive support.
• Work in an environment that values integrity, inclusion, continuous learning, and service excellence.

At Duke, your work matters, your voice is valued, and your growth is supported.

What You'll Bring

Minimum Qualifications

Education

• Work generally requires a bachelor’s degree.

Experience

• Three years of relevant experience coordinating administrative, financial, and operational activities, or an equivalent combination of education and experience.

Preferred Knowledge, Skills & Abilities

• Strong organizational, analytical, and financial management skills.
• Ability to analyze financial data, reconcile accounts, identify trends, and communicate findings effectively.
• Demonstrated ability to exercise sound judgment and independently resolve issues.
• Experience identifying and implementing process improvements.
• Ability to effectively manage multiple priorities, projects, and deadlines.
• Excellent communication, customer service, and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Experience supporting budget management, expense processing, financial reporting, and administrative operations.
• Proficiency with standard business, financial, and administrative systems.

Ready to Make a Difference?

Bring your analytical strengths, collaborative spirit, and commitment to operational excellence to Duke University. Apply today and help advance the important work of Trinity College of Arts & Sciences while building a stronger, smarter, and more connected future.

Be You. Be Bold. Choose Duke.