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 the business, financial, and operational activities of the Religious Studies department. Serve as the department’s business manager, providing comprehensive administrative support to the Chair and faculty in implementing the teaching, research, and service missions of the department. Supervise departmental staff and manage daily operations, including financial oversight, staff supervision, faculty support, and facilities.

Worked Performed  

Financial Administration

• Assist chair in Prepare and maintain departmental budgets
• Manage, monitor, and reconcile departmental fund codes—including operating, endowment, faculty research, project, and discretionary accounts
• In consultation with the Chair, develop short- and long-range financial plans, incorporating projections for departmental programs, faculty initiatives, and administrative needs. 
• Prepare and submit annual budget materials by evaluating past expenditures and anticipated programmatic priorities.
• Provide proactive recommendations to the Chair and other responsible parties based on analysis of current fund codes and financial forecasting.
• Oversee all departmental purchasing, including capital equipment, routine supplies, and payments for services and reimbursements, ensuring all procurement processes comply with Duke policies.
• Review and approve expense reports for faculty and staff, ensuring appropriate documentation and adherence to University guidelines.
• Maintain accurate financial records for events, travel, and faculty research accounts; prepare operational and budgetary reports as needed.

Office Administration and Operations

• Oversee and coordinate the daily administrative operations of the department, ensuring an efficient and well-organized office environment.
• Supervise and provide direction to the Program Coordinator (DGSA/DUSA), ensuring consistent administrative support for both graduate and undergraduate programs.
• Provide general oversight of HR-related functions such as staff onboarding, time reporting, and payroll processing.
• Advise the Chair on routine personnel matters, leave requests, and staffing needs, coordinating with Trinity HR as appropriate.
• Manage departmental workflow, establish administrative procedures, and ensure compliance with University policies.
• Oversee office space allocation, facilities maintenance, and renovation requests, coordinating with appropriate University offices.
• Administer departmental property management and accountability programs.
• Coordinate and organize materials for faculty appointments, promotions, and tenure (APT) processes, ensuring confidentiality and compliance with University policies.
• Support faculty searches: advertise positions, manage applicant files, coordinate interviews, and prepare dossiers for submission to the Dean’s Office.
• Maintain departmental records, files, and databases, including Scholars@Duke and other University systems.

Event Management, Promotion, and Communication

• Plan and implement departmental meetings, lectures, conferences, and public events.
• Oversee logistics including venue reservations, catering, hotel accommodations, travel arrangements, honoraria, and vendor payments.
• Collaborate with the Center for Jewish Studies, the Elizabeth A. Clark Center for Late Ancient Studies, the Duke Islamic Studies Center, and the Asian and Pacific Studies Institute to schedule and advertise events, meetings, and lectures, providing additional support as needed.
• Provide guidance on event budgeting and ensure compliance with University financial and risk-management policies.
• Develop and maintain departmental promotional materials, including brochures, newsletters, and other publications.
• Oversee the department’s website and social-media presence, ensuring content is accurate, timely, and reflective of departmental activities.

Chair Liaison and Departmental Coordination

• Serve as primary administrative liaison for the Chair, faculty, staff, students, and external constituencies.
• Communicate departmental policies, priorities, and initiatives on behalf of the Chair.
• Gather and analyze data to inform the Chair of historical trends, current operational needs, and future goals.
• Prepare reports, correspondence, and analyses for the Chair and for external reviews.
• Facilitate communication with the Dean’s Office, other academic departments, and administrative units within the University.
• Assist in cultivating relationships with alumni and donors and coordinate correspondence and stewardship efforts as appropriate in coordination with The Office of Alumni Engagement & Development.

Other Duties as Assigned 

• Perform other related duties incidental to the work described herein.
• Support departmental initiatives and special projects as directed by the Chair.

Anticipated Pay Range:

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 paycheck. 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/

Minimum Qualifications

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

Experience: Work requires at least three years of experience in program or business administration, preferably in an academic setting, to acquire skills in planning, coordinating, and implementing departmental operations. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills:

• Strong leadership and supervisory skills with the ability to manage staff and delegate effectively.

• Proficiency in financial management and analysis, including budgeting and forecasting.
• Excellent organizational, communication, and problem-solving skills.
• Knowledge of University systems and procedures preferred (SAP, Buy@Duke, Concur, iForms, Scholars@Duke, etc.).
• Ability to evaluate departmental operations, summarize findings, and propose improvements.