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.

• 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.

• 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 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.

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 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.