Program Coordinator, Convening Operations - Divinity School

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.

The Forum for Congregational Life is seeking a detail-oriented and collaborative Program Coordinator to join our team at a nationally recognized, Lilly Endowment–funded intermediary organization dedicated to strengthening Christian institutions that support congregations. You will serve as the operational backbone for multiple programs and events, managing everything from participant registration and communications to logistics, budgeting, vendor management, and event execution. Success in this role requires exceptional attention to detail, strong project management skills, and a commitment to delivering outstanding service and hospitality to participants, partners, and stakeholders.

Each day brings a different opportunity to collaborate with colleagues across Duke Divinity School, engage with external partners and grantees, oversee event operations, manage program data, and support strategic initiatives that advance the mission of the Forum for Congregational Life. If you enjoy balancing multiple priorities, building meaningful relationships, and ensuring programs run smoothly from planning through execution, this may be the perfect opportunity for you.

Minimum Requirements

• Work requires analytical, communication, and organizational skills generally acquired through completion of a bachelor's degree program.
• One year of experience in program administration, program coordination, event management, academic support, instructional activities, counseling activities, or related experience.
• Equivalent combination of relevant education and experience will be considered.

Preferred Qualifications

• Experience coordinating conferences, convenings, workshops, retreats, or large-scale events.
• Demonstrated project management skills with the ability to manage multiple deadlines and priorities simultaneously.
• Experience managing budgets, reconciling expenditures, and monitoring financial activities.
• Strong written and verbal communication skills with experience engaging diverse stakeholders.
• Experience working with customer relationship management (CRM) systems, registration platforms, or constituent databases.
• Ability to build collaborative relationships with vendors, contractors, participants, and institutional partners.
• Experience developing standard operating procedures, process documentation, and program reports.
• Proficiency with Microsoft Office Suite, Airtable, Canva, SAP, or similar business applications.

Other Requirements

• Occasional travel may be required for program and event support.
• Ability to attend and support events that may occur outside of regular business hours.
• Must be able to manage on-site and off-site event operations and logistics.

Skills

• Operational Decision Making
• Executing Strategic Direction
• Project and Program Management
• Financial and Budget Administration
• Vendor and Contract Management
• Compelling Communication
• Cultivating Networks and Partnerships
• Energizing Peers and Teams
• Customer Service and Relationship Management

Be Bold.

Position Description:

As Program Coordinator, you will provide operational leadership and coordination for multiple grant-funded programs and events while ensuring excellent participant experiences and efficient program administration.

Key responsibilities include:

• Coordinate multiple programs, events, and project timelines simultaneously while collaborating with internal and external stakeholders.
• Manage event registration processes, participant communications, schedules, and event logistics for both on-site and off-site convenings.
• Coordinate travel, lodging, transportation, hospitality, and meeting arrangements for participants, presenters, and guests.
• Develop, maintain, and distribute program communications, invitations, marketing materials, and event information.
• Build and maintain productive relationships with participants, vendors, contractors, peer organizations, and Lilly Endowment grantees.
• Serve as a departmental liaison and representative of the Forum for Congregational Life at program events, university functions, and external meetings.
• Oversee contractor and vendor relationships, ensuring contractual obligations are fulfilled and payments are processed in a timely manner.
• Review banquet event orders, event schedules, and logistics plans to ensure quality, accuracy, and exceptional customer service.
• Maintain constituent databases, registration systems, event records, and program documentation, ensuring data integrity and accuracy.
• Assist leadership in establishing project timelines, monitoring progress, and supporting achievement of program goals and objectives.
• Monitor, verify, and reconcile expenditures while ensuring compliance with university policies, grant requirements, and budgetary guidelines.
• Prepare financial reports and support budget planning and tracking activities.
• Develop and review standard operating procedures and contribute to annual reporting efforts.
• Participate in program evaluations and recommend improvements to enhance program effectiveness, participant engagement, and operational efficiency.
• Serve as a collaborative resource across Duke divisions and departments in support of program objectives.

Choose Duke.

The Forum for Congregational Life, a unit of Duke Divinity School, serves as a Lilly Endowment-funded intermediary organization dedicated to supporting congregations and faith leaders through innovative programming, educational opportunities, and collaborative initiatives. Through grant-funded programs and national convenings, the Forum helps strengthen communities of faith and advance meaningful engagement across a wide network of partners and organizations.

This position is 100% grant funded through December 31, 2028 and offers an exciting opportunity to contribute to programs with significant impact across congregational and theological communities. You will join a mission-driven team that values collaboration, service, innovation, and excellence while working within one of the world's leading universities.

Duke University is consistently recognized among the nation's top universities and offers an outstanding work environment committed to learning, discovery, and community engagement. Learn more about Duke University's competitive benefits package, including health and retirement plans, generous paid time off, educational assistance, and professional development opportunities.