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.

The Program Coordinator serves as the primary contact and provides comprehensive administrative support for the Duke International Student Center (DISC), the Graduate and Professional Student Services (GPSS), and the Off Campus & Community Life (OCCL) offices as well as helping units pragmatically achieve their strategic goals and priorities. The program coordinator manages the daily operations of designated areas of DISC, GPSS, and OCCL, and supports the staff in all units. The Program Coordinator leads and supports programming sponsored by each department through relationship building and operational support. This position reports to the Senior Associate Dean of International Students with a dotted line to the Associate Dean of Students in Graduate and Professional Student Services. The Program Coordinator is responsible for the recruitment, selection, training, and supervision of student staff responsible for monitoring the front desk area and leading student programs and events.

Program Management 35%

• Plan, coordinate, and administer programs and events within DISC, GPSS, and OCCL. Programs include but are not limited to: Grad/Prof Table Talk, DISC Awards Ceremony, DISC Grad Brunch, Family Weekend events, Spring Semester Kickoff, Lancaster Commons events, Grad/Prof student tailgates, Summer Transition Experiences, Grad/Prof Lunches, and Resource Fairs.
• Evaluate program and operational effectiveness through assessments; compile and summarize data for compilation of reports; prepare and design reports, presentations, and speeches for leadership.
• Ensure resources and staff time are appropriately allocated to prevent any overlaps in scheduling of events, meetings, and other commitments for the office.
• Coordinate and support GPSS and DISC office’s events, retreats, and staff meetings by building relationships with campus and community stakeholders.
• Coordinate and support stakeholder meetings for working groups including, but not limited to: Graduate and Professional Student Affairs Council (GPSAC), Well-Being Collective, Food Security Action Team (FSAT), International Student Advisory Board, and Off Campus Student Advisory Board.
• Coordinate logistics for the Graduate and Professional Student Government (GPSG) Food Pantry; tasks include, but are not limited to, package delivery support, key storage, and food ordering.
• Review and approve GPSG registered student organization events and contracts as needed.
• Other program leadership responsibilities as assigned.

Office Management 30%

• Design, propose, implement, and manage a space reservation and usage system for Bay 5 common areas, and the Bay 6 kitchen, for Duke employees, students, and groups through collaboration and diplomacy.
• Manage Bay 5 offices and event spaces and the Bay 6 Kitchen; manage maintenance requests and follow up on service requests.  Manage Bay 5 key access.

• Create and maintain up-to-date documentation of office protocols, policies and procedures including a front desk manual.
• Oversee budgets for DISC, GPSS, and Off Campus & Community Life offices.
• Maintain, review and reconcile office financial records, reconcile procurement card purchases, execute interdepartmental transfers and JV’s.
• Order office and programming supplies and maintain supply inventory. Oversee organization of office supplies and resources.
• Assist with professional staff job searches – scheduling visits, coordinating meetings, and communicating on behalf of the search committee as needed to arrange interviews and collect materials. 

Student Worker Supervision 20%

• Recruit, select, hire, train, and supervise undergraduate and graduate/professional student staff.
• Orchestrate, recruit, and train all student and staff volunteers for programs, including but not limited to: Knock and Talks, Resource Fairs, Summer Transition Experiences, and Orientation.
• Ensure student payroll is accurate and submitted according to policy. Alert leadership to potential HR issues.

Communications 15%

• Create and maintain communication resources for students who serve as the first point of contact for in-person, phone, and e-mail inquiries for DISC, GPSS, and OCCL.
• Manage e-mail inboxes for DISC, GPSS, and OCCL; respond to general office inquiries.
• Design, edit, and assist in the distribution of the DISC and GPSS office newsletters, publications, and resource videos.
• Manage social media accounts and departmental webpages; creates content to promote DISC, GPSS, and OCCL programming and offerings.
• Serve as liaison to the Student Affairs Communications team to create marketing and branding campaigns for new initiatives and programs in in DISC, GPSS, and OCCL.

Preferred Skills and Competencies

• Excellent written, verbal, and interpersonal skills, including a friendly, professional interaction style is required. Excellent customer service skills.
• Experience with program coordination, event planning, and support.
• Demonstrated effectiveness in working within team environments. 
• Maturity and good judgment/decision making are essential to the position particularly in relation to handling crisis related calls and confidential materials.
• Skills relevant to achieving successful relationships with students, parents, faculty, and other staff. 
• Knowledge of SAP/Duke@Work and Duke University financial practices and policy. 
• Excellent organizational skills, including ability to multitask and prioritize, are needed.
• Fluency with office productivity applications (including Microsoft Teams), database management, and web tools.
• Understanding of appropriate financial practices in a university setting.
• Understanding of university and student privacy regulations and ability to appropriately maintain that information.
• Ability to lift 50 lbs. or more
• Ability to drive 12 passenger van.

Education/Training

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

Experience

Work requires two years 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

Minimum Qualifications

Education

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

Experience

Work requires one year 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.

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.