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.

Be You.

At Duke, we celebrate individuality and the unique perspectives that each member of our community brings. As the Department Operations Coordinator for Biology, you’ll be a vital part of a collaborative, interdisciplinary team that supports faculty, staff, and students in a dynamic academic environment. Your work will help shape the culture and operations of one of Duke’s most vibrant departments.

Be Bold.

The Biology Department is a hub of innovation, inquiry, and community. In this role, you’ll be the go-to resource for departmental leadership, faculty, and staff — managing everything from strategic initiatives and faculty recruitment to event planning and communications. You’ll help foster an inclusive and efficient work environment while ensuring compliance with university policies and supporting the Department Chair in high-level operations.

What You’ll Do:

Departmental Support

• Lead planning and execution of departmental events including retreats, holiday parties, and seminars.
• Coordinate travel, lodging, and reimbursements for visitors and guest speakers.
• Manage departmental calendars and liaise with Facilities, Housekeeping, and other campus services.
• Administer faculty leave and sabbatical requests, joint appointments, and committee assignments.
• Develop and maintain departmental SOPs, manuals, and historical archives.
• Oversee departmental communications including newsletters, listservs, and website updates.
• Collaborate with internal and external stakeholders to support program goals and public events.
• Assist in budget planning and financial reconciliation in partnership with the department’s account specialist.

Chair Support

• Serve as the primary administrative representative for the Department Chair.
• Manage the Chair’s calendar, communications, and confidential inquiries.
• Prepare reports and materials for strategic planning and public relations.
• Reconcile procurement card spending and coordinate promotional efforts.

Faculty Support

• Coordinate faculty recruitment, onboarding, and compliance with Duke policies.
• Manage appointments, promotions, renewals, and award nominations.
• Liaise with HR, Academic Affairs, and the International Office.
• Attend faculty meetings, record minutes, and ensure adherence to bylaws.

Faculty Appointments, Promotion & Tenure (APT)

• Advise on APT processes and manage promotion materials and committee reviews.
• Coordinate meetings, voting procedures, and submission of materials to the Dean’s Office.

Other Duties

Support special projects and administrative tasks as needed to enhance departmental operation

Anticipated Pay Range

Duke University provides an annual base salary range for this position as USD $44,706.00 to USD $71,706.  Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your pay check.  Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

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.

Choose Duke.

This role is ideal for someone who thrives in a fast-paced, mission-driven environment and enjoys working across diverse teams. You’ll bring strong organizational skills, excellent communication, and a passion for supporting academic excellence.

Required Qualifications:

• Bachelor’s degree and at least one year of experience in program administration or academic support (or equivalent combination of education and experience).
• Strong skills in multitasking, time management, and confidentiality.
• Proficiency in Microsoft Office, Google Workspace, and Duke-specific platforms.
• Ability to lead projects, manage budgets, and build positive relationships across the university.

Ready to Make a Difference?

Apply now and help us build a stronger, smarter, and more connected future.

Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe 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.