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Work Arrangement: 
Requisition Number:  222008
Regular or Temporary:  Regular

Durham, NC, US, 27710

Personnel Area:  MEDICAL CENTER
Date:  Nov 11, 2022
School of Medicine Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.



Occupational Summary

The Office of Duke-NUS Affairs is seeing a Program Coordinator to plan, coordinate and administer the program and operational functions of the department. This position reports to the Director and serves as the main travel coordinator for visitor from Duke-NUS Medical School to Duke University. The program coordinator will plan and manage VIP visits, study trips, symposia, workshops, and faculty engagement programs with Duke and Duke-NUS/SingHealth. Along with overseeing the many logistical components of the visits and events, the Program Coordinator will also represent the Office of Duke-NUS Affairs at these engagements and accompany VIPs as needed. The ideal candidate would have experience with project/event management, enjoy working with people, be solution-focused, with excellent oral and written communication skills to work across various Duke internal and external stakeholders. Flexibility is needed to adjust events from in-person to virtual and vice-versa.


Work Performed

Program and Event Management

  • Plan, coordinate and facilitate visits to Duke for international visiting delegations from Duke-NUS Medical School, including recurring educational and research symposia, individual travel awards, faculty engagement programs, VIP travel, and ad-hoc presentations and seminars and webinars.
  • Prepare a comprehensive itinerary for incoming visitors. This includes contacting Duke faculty and administrators of interest to the visitors, scheduling meetings, meals, and networking events, reserving space and providing informational material (such as biosketches) to both the visitors and the hosts.
  • Plan and facilitate all logistics, including accommodations, catering and ground transportation.
  • Create welcome packets of necessary information for each guest, including departmental information, maps, and local area information. Secure any office supplies or small gift items necessary for any planned event during the visit. 
  • Provide on-site support during meetings and events. Act as representative for the Office of Duke-NUS Affairs and campus/local guide while visitors are on-site. Manage any schedule changes, troubleshoot complications, and coordinate ad-hoc meetings upon request.
  • Create budgets for each event or visit; monitor, verify and reconcile expenditure of budgeted funds as appropriate, including providing receipts and other required financial information subsequent to events/visits.
  • Develop and maintain relationships with on- and off-campus vendors, Duke departments, and faculty/staff in order to provide the highest-level hospitality possible.
  • Assure that any regulatory documentation for visitors is in place, including but not limited to Visa documentation and Duke Medical Center observer agreements.
  • Maintain database of visits and events, including a roster of Duke faculty and staff who have hosted Duke-NUS visitors, attended symposia or other events, or visited Duke-NUS.
  • Maintain shared calendar of events to and visits for the Office of Duke-NUS Affairs and other stakeholders. Coordinate with Duke-NUS and stakeholders for the purpose of equitable distribution of events and visits throughout the year.
  • Create and distribute post-event/visit surveys to capture participant feedback, track new collaborations and synergies, surface potential issues and monitor trends. Summarize and share out findings with stakeholders on a regular basis.


Other duties as assigned 

  • Develop and distribute communication materials to publicize events, often in partnership with the hosting department and Duke University Communications.
  • Occasionally supervise staff or volunteers assigned to assist with events.
  • Join and participate in the Duke University Special Event Planners Council (SEPC).
  • Work requires occasional availability outside of normal business hours during on-site events and visits or meetings with colleagues in Singapore.
  • Assist as needed with student exchange programs, collaborative award programs and other office priorities.


The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.


Minimum Qualifications



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



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



  • 3 years relevant experience
  • General interest in supporting the academic and research functions of the university
  • Excellent organizational, people, communication, and program management skills required.
  • Flexible thinker and problem solver.
  • Previous experience working in academia, supporting faculty and students.


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.


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