PROGRAM COORDINATOR
- Employer
- Duke University
- Location
- Durham, NC
View more
- Administrative Jobs
- Institutional & Business Affairs, Alumni Relations & Development, Program Administration, Technology, Analysts & Programming
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
PROGRAM COORDINATOR
ASSOC DEAN D&A RELATIONS OPERATIONS
Occupational Summary
Responsible for working with the Associate Dean for Development and Alumni Relations (DAR) to provide program and project coordination for the DAR team in collaboration with partners at the Fuqua School of Business and in the broader university development and alumni relations community.
Departmental Budget Management (35%)
- Assist Associate Dean in creating and monitoring the department-wide budget through collaboration with department team leaders and school budget personnel.
- Serve as one of the go-to staff members for questions related to expense clearance and use of SAP and a companion Microsoft Access database.
- Promote budget discipline and support accurate forecasting by coordinating communication with departmental budget administrators through periodic reports and check-in meetings.
- Manage a complex calendar and scheduling for Associate Dean, serving as an intermediary with staff, faculty, students, alumni, and others seeking the Associate Dean's time, assessing requests and prioritizing as needed. Exercise sound judgment when scheduling for Associate Dean, making last minute adjustments to schedule and proactively managing work flow to keep major objectives on track.
- Prepare materials for the Associate Dean, including daily calendar reports, comprehensive travel itineraries with logistical directions, pre-meeting notes, prospect briefings/reports, and specific objectives for the Associate Dean.
- Manage timely follow-up for Associate Dean's meetings and travel, including moves entry/meeting reports, correspondence, follow-up proposals, and tracking next steps in a tickler system.
- Collaborate with the Dean's office to ensure that the Dean's alumni and donor meeting outcomes are properly recorded in the alumni and donor database and shared with the university-wide community.
Departmental Administrative Support (30%)
- In coordination with Association Dean, execute departmental staff and leadership team meetings, including calendaring, logistical coordination, collecting agenda, items and providing follow-up information and project management to insure any follow-up is managed.
- Produce preliminary drafts of PowerPoint presentation materials and catalog and inventory materials for use in future presentations.
- Interface with top donors, board members, university administrators, and volunteers. Coordinate sports ticketing process and campus visits for donors and alumni.
- Secure hotel rooms for VIP donors and alumni.
- Coordinate DAR's input and participation in the Fuqua and undergraduate admissions processes.
- Oversee inventory management and re-ordering process for stationary, communication collateral, donor gifts, and office supplies.
- Coordinate on-boarding for new hires.
Knowledge/Skills/Abilities
- Bachelor's degree preferred. Candidates must have a minimum of four years of professional experience; experience in higher education, alumni relations and/or fundraising preferred. Customer service experience and other related experience will be considered.
- Three to five years of successful project management experience, including meeting numerous deadlines and objectives and managing multiple concurrent projects with limited resources.
- Experience and comfort interacting with senior lever executives and the ability to handle sensitive and confidential donor records and personnel files with the highest discretion.
- Refined written and oral communication and customer service skills.
- Strong proficiency with all Microsoft Office products (Windows, Word, PowerPoint, Excel and Access) and willingness and ability to master proprietary databases.
- Strong teamwork mentality.
- Superb organizational skills, attention to detail, sound judgment, flexibility and the ability to work independently.
- Strong work ethic in a fast-paced, results-oriented team environment.
- Strong contributor who thrives on individual ownership balanced with team projects and coordination.
- Creativity, adaptability, diplomatic skills, and sense of humor.
Note: The above job description is not to be construed as a complete listing of assignments that may be given to any employee, nor are such assignments restricted to those precisely listed in this description.
Requisition Number
401539409
Location
Durham
Duke Entity
UNIVERSITY
Job Code
1004 ADMINISTRATIVE ASSISTANT
Job Family Level
10
Full Time / Part Time
FULL TIME
Regular / Temporary
Regular
Shift
First/Day
Minimum Qualifications
Duke University 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.
Education
Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field. Bachelor's degree preferred.
Experience
Work requires 4 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.
Auto req ID
108532BR
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status.
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.
PI106779729
Organization
History
Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.
As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.
Duke maintains a historic affiliation with the United Methodist Church.
Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.
Mission Statement
"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'
“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.
“By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”
Get job alerts
Create a job alert and receive personalized job recommendations straight to your inbox.
Create alert