The Program Coordinator supports the Director in planning, coordinating, promotion and execution of travel programs, in addition to comprehensive administrative and financial duties required to operate. The Program Coordinator commands an overview of all Duke Travels programs and understanding of the strategic vision and process as well as the full spectrum of tasks required to complete a travel program cycle. The Program Coordinator participates in planning travel programs and manages select programs fully including all phases of program management as well as collaborating with vendors, and managing and briefing the Duke faculty and hosts, who lead the travel programs. The Program Coordinator represents the Director in the absence of the Director.
Planning, Coordination, Promotion: Assist the director in planning, coordinating, promoting and directing high-quality educational small-group travel programs, 40+ programs and approx. 750 participants annually, to strengthen and steward the lifelong bonds and learning relationships between the university, alumni and supporters.
- Assist the Director in choosing annual trip offerings by meeting with tour operators and suppliers.
- Manage select programs fully, including all phases of the programs to include collaboration with tour operators and vendors, management and briefing of the Duke faculty and hosts, who lead the travel programs.
- Survey trends in educational travel (global and peer) to recommend and implement modifications to existing programming and to participate in and recommend the development of new and innovative programming.
- Travel and represent Duke University and Duke Alumni Engagement and Development at required functions and events, including attendance at Educational Travel Consortium’s annual meeting and service as Duke Host on select domestic and international travel programs
- Liaison with other Duke programs, offices, and departments to ensure cooperative efforts; Consult with faculty and university administrators for recruiting and briefing
- Support the director in maintaining metrics and in the strategic planning process
Administrative and Communications: Direct and supervise all travel-related administrative tasks including communication, sales, and administration of programs with potential and confirmed travelers. Manage the day to day business of the department, to include processing reservations and maintaining accurate counts and participant data.
- Handle sales calls, VIP constituents and customer complaints as well as advising Duke travelers regarding global destinations and being thoroughly knowledgeable of the programs and vendor products (trips and insurance) offered in order to advise on and sell products.
- Communicate with travel operators to maintain accurate counts and participant data. Make decisions to swap space in allotments with operators to further sales
- Coordinate pre- and post-mailings for trips, including confirmation and welcome letters, insurance letters and post-trip letters in collaboration with the director
- Create and communicate Emergency Assistance Insurance rosters, and individualized Emergency Assistance Insurance correspondence
- Oversee the process of creating individualized registration packets and faculty/host packets and communicating with participants pre- and post-trip.
- Maintain and revise departmental source texts and reports, applications, and spreadsheets. Offer and implement creative operational improvements.
- Assist in design and implementation of comprehensive program marketing: print and email; Generate targeted mailing lists for brochure marketing and emails; Advance sales strategy by emailing PDFs or mailing printed versions to interested participants; Monitor Travel webpages for accuracy and submit requests to update as needed
- Organize and maintain departmental files of administrative records, reports and administrative correspondence required for reference and efficient operation of department;
- Maintain travel gift inventory
- Monitor and evaluate individual program effectiveness through Post-Program Evaluations
- Maintain participant and program database ViaTour; Update participant data in DADD
- Manage the day to day business of the department in the absence of the Director
Financials: Responsible for departmental financial transactions.
- Clear corporate card expenditures. Process journal vouchers, AP Check Requests, [email protected] purchase requisitions, reimbursements and travel expense forms, both foreign and domestic, for all aspects of the program. Make Bursar deposits for trip revenues, monitor and reconcile online payments, and input data in ViaTour to track participation, expense and revenues by trip.
- Provide information for and assist in determining budgetary recommendations during the annual departmental planning and strategic planning processes.
Supervision: Hire, advise and direct work study students; assign tasks supporting Administrative and Communications responsibilities and review work completion.
***Perform other related duties incidental to the work described herein.
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Desired Skills: Ability to provide guidance and direction to subordinates, including setting standards and monitoring performance. Skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems. Skills evaluating program performance, summarizing findings, communicating results, and forming an action plan. Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, and coordination of people and resources.
Curiosity and Information Seeking
Attention to Detail
Planning, Prioritizing, & Multitasking
Collaborating with Others
Expresses Ideas Orally and In Writing
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.
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.