Job description

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.


Responsible for planning, coordinating and administering all components of departmental programs and activities and advise on policy related to specified programs. May train and exercise full supervision over Duke students or staff.

Program/Event Planning & Administration (50%):

Make operational and programmatic decisions that have a significant impact on the successful achievements for the Department of Romance Studies program strategies and objectives.

Budget for, coordinate & administer activities associated with the department of Romance Studies, including but not limited to the Language Programs, Dialogue Speaker Series, , Center for French and Francophone Studies (CFFS), EDUCO, and InTransit.

Develop and coordinate new ideas and concepts for program themes, materials and resources to supplement, expand or replace existing program components.

Monitor and evaluate program effectiveness using qualitative and quantitative techniques; investigate trends, and recommend and implement modifications to improve program effectiveness.

Coordinate and manage logistics for associated programs and events by preparing itineraries and coordinating schedules for individual and group meetings, seminars, presentations, etc. Coordinate travel, lodging and other transportation for visiting guests. Arrange catering and dining for associated events.

Provide logistical support to affiliated programs such as Forum for Scholars and Publics (FSP) and Latino/a Studies in the Global South (LSGS).

Coordinate with associated centers and programs in the planning and execution of cultural activities.

Maintain liaison with other programs, offices and departments at Duke to coordinate program business and to accomplish program objectives; interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.

Manage relationships and deadlines with external vendors or contractors as needed.

Financials (25%)

Prepare budgets associated with specific programs (ie. Dialogue Series, Arts & Cultural Citizenship Initiative); maintain, monitor, verify & reconcile monthly expenditure of budgeted program accounts through SAP.

Assist Business Manager in the submission and management of grant applications which include advising the PI on administrative requirements for the preparation of proposal submissions; coordinate proposal elements (budget, biosketches; institutional support letters, etc); monitor proposal status and advise PI on University and Sponsor deadlines; Monitor compliance with agency and University regulations regarding reporting; Maintain financial records per the institutional documents retention guidelines.

Responsible for all financial transactions in a timely manner related to events including corporate card transactions, travel reimbursements, AP check requests, honoraria; obtaining necessary documentation to process payments to foreign nationals and institutions/foreign national and wire transfers.

Partner with centers and other departments across the University to make sure financial commitments are received and expenses are tracked against program revenue to ensure we are operating within budget.

Complete and maintain accurate records of co-sponsorship commitments and expenditures using SAP and Microsoft Excel

Marketing/Communications (25%):

Responsible for publicizing departmental programs and activities through various avenues to students, faculty, alumni, and the broader community.

Partner with Trinity College of Arts & Sciences Communications to coordinate public relations activities to include conceptualizing and writing newsletters, promotional materials, publications, ads and fliers.

Regularly update all social media outlets (Facebook, Instagram, Youtube, etc). with new content, particularly regarding events.

Investigating new social media platforms as they evolve to stay up-to-date with best ways to advertise the department

Oversee department bulletin board and help maintain building bulletin boards. Post notices and information in a timely and attractive manner. Remove outdated and inappropriate materials.

Maintain Outlook Event Calendar.

Develop content and maintain departmental website related to all events and program activities.

Use [email protected] to maintain faculty profiles and/or assist faculty in maintaining their profiles. Periodically remind faculty, staff, and students that this database should be updated so that the most recent information displays on the website.

Act as liaison with Trinity Technology Services when there are problems with the website. Add and remove website administrators as appropriate.

Perform other related duties incidental to the work described herein.

Minimum Qualifications


Workrequires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.


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

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 essentialjob 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.




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Job No:
Posted: 1/5/2021
Application Due: 1/15/2021
Work Type: Full Time