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PROGRAM COORDINATOR, ONE CITY CENTER-DUKE ALUMNI ENGAGEMENT & DEVELOPMENT

Employer
Duke University
Location
Operations Engagement
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Job Details

Occupational Summary

Staff member will work towards advancing alumni engagement through the effective delivery of individualized services for the staff in One City Center (OCC) for the office of Duke Alumni Engagement and Development (DAED). Plan, coordinate and administer activities within the program with an emphasis on serving the DAED staff, the Duke community, and alumni and guests visiting or contacting the OCC office and campus.

Work Performed

PLEASE NOTE: This is a full-time position and though it will primarily be Monday-Friday, there will be opportunities for weekend and evenings for all-call events.

AED maintains approximately 200 employees on two floors at the One City Center location. For smooth and consistent operation of this organization, this position must manage and maintain office and facility operations on a daily basis. This includes, but is not limited to, contract reviews and determinations, coordination with external vendors, city officials, contracting teams, and Duke colleagues (such as Duke OIT, Duke P&T and Duke Facilities). This position will manage One City Center administrative requests for building requirements such as fire alarm and sprinkler inspections, HVAC maintenance, and security needs and concerns. On a weekly basis, will manage ordering breakroom supplies, monitoring and ordering office supplies, submitting and monitoring housekeeping needs, and submitting and monitoring general maintenance requests. This position also requires the orchestration and management of the 200+ AED downtown parking lot staff assignments. This will include coordination with the City of Durham, AED HR (for new hires and staff members leaving the organization), Duke Parking and Transportation for payroll deductions and OCC central management.

Manage the team financial needs including, but not limited to processing all financial forms (AP check requests, travel expense vouchers, miscellaneous reimbursements, Concur/procurement card clearing). Provide assistance in financial statement reconciliation.

Train and manage the day-to-day responsibilities of the OCC front desk staff assistant while also supporting the front desk as needed. This includes lunch (daily)/PTO/Sick coverage while managing the multi-line phone system and greeting guests.

In coordination with the ARVS senior director, manage the AED baby gift program which includes collecting the details of all alumni births, communicating with the new parent(s), updating DADD records, processing all gifts while communicating the information to the alum’s team Development lead, and mailing the packages. In addition, process all alumni deaths in the alumni database which includes Duke ADR notification, obituary research, Duke Alumni Network obituary posting in both the class note section and on the deceased’s profile, and condolence card creation and mailings.

In collaboration with ARVS senior director, Duke OIT, the appropriate hiring managers, and the front desk staff assistant, determine, manage and prepare the office/cubicle assignments for all new hires and transfers for OCC staff. This position will ensure that appropriate phone lines and computers are available/installed as needed. Program Coordinator will be responsible for tracking all building access fabs and phone equipment. Refer specific requests for ergonomic evaluations to Human Resources for the proper documentation and referral process.

In collaboration with the ARVS assistant director, set overall standards for customer service and recommend new ways to improve alumni interactions and satisfaction with all AED OCC-based departments.

Support AED on Karsh events, programming and special projects.

Perform other related duties incidental to the work described herein.

DESIRED SKILLS

Competence using MS Office; particularly Excel, Word and Outlook. Intermediate knowledge of Excel preferred.

Excellent oral and written communications skills and ability to handle switchboard while performing other tasks.

Familiarity with online databases and ability to navigate via the Web. Will learn Duke platforms including the Duke Alumni Network, Giving at Duke, Donor Portal, DADD and Enquire.

First-rate customer service and organizational skills required.

Ability to maintain positive demeanor and to operate as the first ‘face and voice’ of the Alumni Engagement and Development Office.

Behavioral Competencies

Curiosity and Information Seeking

Attention to Detail

Planning, Prioritizing, & Multitasking

Collaborating with Others

Expressing Ideas Orally and In Writing

Shares Knowledge

Management competencies:

Caring about direct reports

Coaching

Leadership

Mentoring

Managing Change

The intent of this job description is to provide a representative 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

Education

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

Experience

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.

Organization

Read our Diversity Profile 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.Duke Campus

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

Duke Science"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.Duke Meeting

 “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.”

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