Program Coordinator - Office for Institutional Equity

Job description

Occupational Summary:

The program coordinator will plan, coordinate, and administer activities/events within assigned program areas; and will develop and establish the goals and objectives for departmental trainings, programs, conferences, and/or events. The qualified person will report to the AVP of DEI with a dotted line to the Operations Manager.

Program Coordination (70%)

  • Plan, coordinate and administer OIE programs including, but not limited to conferences, workshops, trainings, and public events. Manage all logisitics for OIE programs and events, reserve venues, administer service contracts, and secure event needs related to facilities, technology, equipment, lodging, catering, etc.
  • Serve as the primary event planner for OIE’s two signature annual events: Dr. Martin L. King Commemoration and Samuel DuBois Cook Society Awards Dinner. Serve as an active and effective member of each of the related steering committees.
  • Evaluate program effectiveness for future planning, develop and implement ideas and concepts for program themes, materials and resources to supplement, and expand or replace existing program components. Maintain a records of past themes to inform future events.
  • Perform budget management activities. Develop and prepare reports related to programming and keep the Vice President apprised of all activities.
  • Work closely with OIE Communications Specialist to develop and implement marketing and social media strategy for events. Coordinate, supervise and/or participate in preparing the creation of promotional publications, managing press releases, and respond to inquiries.
  • Routinely develop advanced written communications on behalf of the OIE teams.
  • With the support of AVP, manage OIE’s Educational Partnership Intake Process. Work closely with the DEI team to triage requests for educational programming, training and support. Provide initial response and coordinate follow-up and DEI team engagement.

Project Management (30%)

  • Monitor the progress of OIE programming and work with OIE teams to ensure adherence to project-phase timelines and logistics deadlines.
  • Develop and maintain a system that tracks all OIE programming which will be the basis for developing metrics. Respond to and manage programming requests.
  • Communicate programming progress and share reports promptly to leadership, as appropriate.
  • Provide support to OIE Leaders with program-related tasks such as researching information; prepping and distributing materials for trainings/events; editing/proof-reading and purchasing routine advertisements, managing registration processes, etc.
  • Coordinate and administer the purchasing of services, supplies, and/or equipment for events.
  • Provide direct administrative support related to Health System Curriculum Steering Committee and Educator Recruiting which are under the DEI area.

    Skills and Abilities:

    • Knowledge of conference facilities, technology, and equipment. Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources. Demonstrated ability to organize resources and establish priorities in performing complex tasks and prioritizing multiple projects.

    • Knowledge of accounting and financial procedures, relevant to purchasing, contracting with vendors, and accounts payable processes. Forecast programming and personnel support needs. Gather and analyze data, and generate reports.

    • Ability to be highly self-directed, have strong initiative and be able to work with minimal supervision. Must be detail-oriented.

    • Possess excellent written and verbal communication skills: Must possess the ability to compose and edit professional communications and demonstrate strong grasp of grammar and punctuation.

    • Strong interpersonal skills. Ability to work professionally, cooperatively and effectively with a wide range of constituencies within a diverse community.

    • Working knowledge of general office procedures, including Microsoft Office Suite and desktop publishing software.

    The intent of this job description is to provide a representation and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

    Minimum Qualifications


    Work requires 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

    Preferred Experience and Skills:

    • 2 to 5 years of events management or related experience.
    • Excellent project management skills and knowledge.
    • Familiarity with event planning, public relations, or alumni/student affairs in a higher education setting.
    • Excellent written and oral communications skills.

    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: 4/29/2021
    Application Due: 7/28/2021
    Work Type: Full Time