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.

About Us

The Pratt School of Engineering at Duke University is one of the fastest-rising, highly-ranked engineering schools in the nation. The school consists of four departments with more than 130 tenure-track faculty members, 370 staff members, 100 postdocs,1250 undergraduate students, 1400 master’s students, and 600 PhD students. Housed within a university renowned for its programs in the liberal arts, medicine, business, and law, Pratt prepares future engineering leaders to address complex challenges with solutions that take into account the complexities and nuances of implementing them. Pratt takes a whole-student approach to education, ensuring students are well-supported throughout their journeys and graduate with the grit and determination required to persevere in their careers and their lives. Pratt is dedicated to the values of diversity, equitability, inclusivity, and community in its pursuit of knowledge and service to society.

Occupational Summary:

Provide program coordination and administrative support for programs and initiatives for the Christensen Family Center for Innovation (CFCI) in the Pratt School of Engineering. CFCI develops products & founders to support a robust technology ventures pipeline and advances technology innovation at Duke University and beyond through people, programs, and infrastructure.

This position makes operational and programmatic decisions that have a significant impact on the successful achievement of CFCI strategies and objectives; provides space management and marketing coordination; plans, coordinates, and administers activities within assigned program areas; develop, coordinate, and advise on policy related-to specified programs; may exercise full supervision over student employees; and engages with faculty, staff, and students on issues of a complex and confidential nature. This position reports to the Managing Director of the Christensen Family Center for Innovation and collaborates with a wide variety of stakeholders to develop exceptional program coordination.

Work Performed:

Marketing/Communications-

• Communicate on behalf of CFCI programs to the Duke community and to external stakeholders

• Maintain CFCI departmental online events calendars

• Collaborate with department staff and persons outside of the department to coordinate activities associated with communications

• Create printed and digital materials that align with CFCI’s brand, mission, and values

Space Management-

• Coordinate operational activities to ensure adequate manning, space, and facilities; coordinate purchasing, maintenance, and renovation activities for assigned spaces; manage room reservation scheduling and access rules for assigned unit spaces (4 conference/multipurpose rooms, and shared garage labs)

• Submit and coordinate facilities service/maintenance requests for assigned spaces

• Hire and supervise student lab assistants to maintain lab space compliance

• Ensure access for all relevant students and staff on a semester basis

• Ensure compliance with safety training modules for all students and staff with access to lab spaces

• Perform Quality Assurance protocols for all CFCI-run lab spaces

• Scheduling and leading tours of the facility to prospective companies

• Onboarding companies to BRiDGE

• Maintaining current resident and property files including leases, renewals, quarterly assessment reports, and lab safety documentation

• Facilitating and scheduling equipment or property repairs with outside vendors and/or facility personnel

• Analyzing lab needs; facilitating and organizing vendors to ensure timely delivery of necessary supplies; monitor inventory

• Completing safety audit reports and collect required documentation when requested by Duke Occupational & Environmental Safety OIice (OESO)

• Performing periodic inspections and testing safety equipment to ensure proper operation

• Managing procurement of inventory and supplies

Program Support –

• Provide administrative support to CFCI programs on tasks such as purchasing, maintaining records, communicating with stakeholders, program-level marketing, attending meetings, inputting data, reporting data, scheduling courses, providing space access, updating semester and annual systems, etc.

• Coordinate CFCI program activities, including but not limited to departmental and University stakeholder meetings, professional development retreats, and partner campus visits.

• Coordinate the hiring process for CFCI programs hiring and onboarding Student Fellows/Interns, student TAs, and student employees for CFCI programs; may supervise CFCI student employees

• Coordinate with CFCI’s Administrative Coordinator to meet the administrative needs of CFCI programs

• Assist with special CFCI-wide projects as needed 

Event Planning-

• Develop and implement plans for events and special guest visits, including all logistical coordination for successful execution, including but not limited to: event budget, invitation lists, speakers and travel arrangements, event parking, catering, event materials, event feedback assessments

• Work with Program Directors, instructors, and staff to plan and coordinate program and center events

Qualifications

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

Experience

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

Skills

• Ability to provide guidance and direction to subordinates, including setting standards and monitoring performance.

• Skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems.

• Skills evaluating program performance, summarizing findings, communicating results, and forming an action plan.

• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, and coordination of people and resources.

Job Code: 00002321 PROGRAM COORD
Job Level: 10

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 essential job 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.