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PROGRAM COORDINATOR, ASIAN/PACIFIC STUDIES INSTITUTE

Employer
Duke University
Location
IS - Asian Pacific Studies
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Job Details

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.

The Asian/Pacific Studies Institute (APSI) is looking for a program coordinator to provide financial and administrative support to its programs and events.

  1. Coordinate and develop APSI’s public programs and events (35%)

  • Work with the Assistant Director and APSI faculty to organize APSI’s speaker series, conferences, and research clusters.
  • Serve as the liaison between the faculty host and the visitor to arrange travel, reserve lecture venue, and ensure the appropriate A/V set-up in lecture venue. For virtual or hybrid events, schedule and host webinars/meetings on Zoom.
  • Provide overall logistical support for all APSI programs and events, including hotel reservations and catering.
  • Work with the Communication Coordinator to ensure timely publicity for events
  • Process all the necessary co-sponsorship payments, reimbursements and/or honorarium payments following the events.
  • Gather programmatic data, compile and interpret data to be reported on by the Program Director, and internal and external sponsors.

  • Financial Services (35%)
    • Serve as APSI’s corporate card administrator and process all APSI corporate card transactions.
    • Process award payments and fellowships for students; consult with various Duke offices to ensure accurate documentation and processing of payments in compliance with regulations and policies regarding payment especially for international visitors and students.
    • Work in collaboration with various departments and offices at Duke to process faculty and student grants.
    • Conduct monthly reconciliation for all APSI fund codes.
    • For grant funds, reconcile expenditures, ensure allowability and allocability per sponsor and Duke rules and regulations; process ZJ and SA journal vouchers as needed. Requires completion of RCC classes to be effective.
    • Assist with the annual budget planning for internal programs/events sponsored by APSI.

  • Manage APSI’s visiting scholar program (20%)
    • Respond to inquiries about APSI’s two visiting scholar programs (APSI Visiting Scholar Program and Korea Research Fellows Program) and consult with appropriate faculty to decide whether or not to host the visitor.
    • For the Korea Research Fellows Program, facilitate the pairing of a faculty sponsor and a Korean research fellow, matching experts to incoming fellows.
    • Manage the visa process for international scholars: collaborate with the visiting scholar to ensure all necessary documents are provided when submitting paperwork to Duke Visa Services; follow established guidelines and maintain a high level of integrity in regards to sensitive information, consulting and partnering with Visa Services when/if issues arise.
    • Develop and provide orientation to the visiting scholars upon their arrival and provide ongoing support during their visit at Duke.
    • Maintain the relevant sections of the APSI webpage and update the visiting scholar information regularly.

  • Serve as APSI’s office manager and provide general support to APSI programs (10%)
    • Serve as the point of contact for inquiries about APSI programs, activities, and policies; answer APSI general line and connect people with appropriate persons and resources.
    • Purchase and maintain office equipment and supplies.
    • Order and maintain parking permits for APSI.
    • Provide guidance and support for APSI programs as needed.

    Desired Experience and Education:

    • Work requires skills necessary to administer complex office functions related to office management, communications, event planning, and accounting.
    • Experience working in an academic setting, familiarity with Duke’s accounting system, and a background in East Asian Studies are preferred
    • The position requires excellent communication and interpersonal skills, the ability to multitask, and attention to detail. The ability to take initiative and interpret policies independently as needed is a must.
    • Knowledge of grant administration and varying sponsor rules and regulations is preferred.
    • Bilingual in Korean or Chinese ideal.
    • Subject matter expert required; master’s degree preferred.
    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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