Iron Dukes Program Coordinator

Duke

Athletics

Duke Athletics is committed to cultivating and promoting a diverse, equitable, and inclusive environment. Our collective success within and beyond the competitive arena depends on each community member being and feeling welcomed, respected, and valued. Through continuous education, reflection, humility, and accountability, we strive to develop leaders who embody these ideals.

Read more about Duke Athletics’ Commitment to Diversity, Equity, Inclusion, and Belonging by visiting this website: https://goduke.com/sports/2022/12/9/diversity-equity-inclusion-and-belonging.aspx

Title: Iron Dukes Program Coordinator

Position Summary: The Iron Dukes Program Coordinator is responsible for providing comprehensive administrative support to ensure the efficient operation of the Iron Dukes office. This role serves as the primary point of contact for office interactions, handling a range of executive-level tasks, maintaining vendor relationships, processing payments, and supporting donor stewardship initiatives.

Responsibilities:

· Greet and assist visitors to the office with professionalism and courtesy.

· Answer phone calls and manage voicemail for the Iron Dukes office, addressing inquiries or directing them to the appropriate team member.

· Assist with inquiries to the general Iron Dukes email account as needed.

· Provide high-level administrative support, including calendar management, and meeting scheduling.

· Manage vendor interactions and ensure timely payments.

· Manage procurement card clearing for Iron Dukes staff.

· Monitor and manage office supplies inventory and place orders as needed.

· Serve as the liaison for facilities requests.

· Collaborate with the business office on purchase orders.

· Oversee FedEx/UPS shipping and track package logistics for the office.

· Input and update donor information in data systems (e.g., Paciolan (PAC)/DADD), ensuring accuracy in records and pledge/gift information.

· Contact donors with declined payments to retrieve updated payment information.

· Maintain organized reports related to GoDuke the Magazine and communicate with Learfield.

· Prepare acknowledgement letters to donors for donations received.

· Assist with large mailings, including donor letters, event invitations, and seasonal campaigns.

· Support special projects, such as donor reports, event preparations, and account reconciliations.

· Assist with Varsity Club tasks, including donor updates and organizing shipments such as senior rings.

· Organize and schedule meetings, including preparing agendas and materials.

· Record and distribute meeting minutes, ensuring follow-up on action items.

· Perform related duties and responsibilities as assigned.

Skills:

· Maintain exceptional organizational standards, ensuring attention to detail in all tasks.

· Strong verbal and written communication skills.

· Proficiency in Microsoft Office and CRM systems, including Paciolan (PAC)/DADD and Concur, or similar platforms.

· Ability to multitask and manage time efficiently in a fast-paced environment, demonstrating a high level of accountability, initiative, and independence in daily responsibilities.

Required Qualifications:

· Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support or a related business field.

· Work generally requires three years of related clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities OR and equivalent combination of education and relevant experience.

Preferred Qualifications

· Candidates with previous experience in a fundraising or donor relations office.

· Familiarity with sports organizations or university athletics.

How to Apply:

Interested Applicants should submit a cover letter, resume, and list of three references online at https://home.careers.duke.edu/

Minimum Qualifications

Education

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support or a related business field.

Experience

Work generally requires three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities. OR and equivalent combination of education and relevant experience.

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 essentialjob 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.