Senior 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.

Occupational Summary

Plan, coordinate and administer activities within assigned program areas; develop, coordinate and advise on policy related to assigned major programs. Supervises departmental staff.

Worked Performed  

 Administrative and Financial Operations

• Monitor and manage departmental financial activity to ensure compliance with University and Trinity Finance policies and procedures.
• Prepare financial and operational reports reflecting trends, progress, or concerns; provide recommendations as appropriate.
• Oversee department budget planning and implementation; develop budget recommendations based on historical spending and current goals.
• Advise the chair and staff on budgetary matters; provide regular updates on spending statuses.
• Authorize and process expenditures, reimbursements, procurement card transactions, and journal entries; monitor and reconcile accounts.
• Manage payroll processes for monthly, biweekly, and stipend employees; ensure timely and accurate compensation and effort certification.
• Serve as liaison to Trinity Finance and Trinity HR for matters related to finance and payroll.

Department Operations and Facilities Coordination

• Interpret and implement departmental and University policies; provide operational guidance and decision-making support to the chair.
• Manage department facilities, including space assignments, equipment, furnishings, relocations, and office renovations.
• Coordinate departmental technology and communications, including website updates and digital signage.
• Maintain office supplies and equipment inventory.
• Administer the annual creative writing scholarship process, including eligibility tracking, faculty selection coordination, and award notifications.

Staff Supervision and Workflow Management

• Hire, onboard, train, supervise, and support departmental staff; assign responsibilities, identify opportunities for development, and set performance expectations.
• Conduct performance evaluations, goal setting, and performance management in collaboration with school HR.
• Manage staff schedules, time reporting, leave approvals, and payroll records.
• Coordinate hiring of support staff and temporary personnel; ensure compliance with University hiring policies.
• Foster a culture of collaboration, professional development, and service excellence.

Executive Support to the Department Chair

• Provide administrative support to the department chair, including calendar management, meeting coordination, and preparation of materials.
• Draft and maintain faculty contracts, leave documentation, evaluation materials, and confidential records.
• Support faculty recruitment processes, including timeline management, applicant system oversight (AJO), and compliance with hiring policies.
• Monitor departmental initiatives and inform the chair of significant developments, deadlines, and policy changes.

Faculty and Graduate Student Support

• Serve as the primary administrative contact for faculty and graduate students; provide guidance on policies and procedures.
• Coordinate appointment, promotion, and tenure (APT) processes, ensuring accurate documentation and timely submission.
• Manage independent study processes, policy compliance, and compensation for non-regular rank faculty.
• Oversee onboarding for new faculty and graduate students, including hiring paperwork, orientation, and office setup.

Other Duties as Assigned

• Perform additional administrative tasks and responsibilities as directed to support departmental and institutional priorities.

Anticipated Pay Rate

Duke University provides an annual base salary range for this position as USD $48,960.00 to USD $77,928.00  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.

Minimum Qualifications

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

Experience: Work requires three 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

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.

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.