Administrative Coordinator

Duke Careers•Durham, NC

10d•$61,026 - $88,434•Onsite

About The Position

As the Administrative Coordinator for the Dean of Students Office, you will play a critical role in advancing student success and supporting the work of the Associate Vice President and Dean of Students. You will serve as a trusted partner, strategic problem-solver, communicator, and operational leader who helps ensure the effective functioning of programs and services that support students throughout their Duke experience. This role is ideal for a collaborative professional who enjoys working in a dynamic environment, managing competing priorities, building relationships across the University, and supporting initiatives that positively impact students and the broader Duke community. As a key member of the Dean of Students leadership support team, you will help drive operational excellence, manage strategic initiatives, and contribute to a student-centered culture across the Division of Student Affairs.

Requirements

Work requires a general business background generally equivalent to a bachelor's degree in a business related field.
Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.
A master's degree in a business related field may be substituted for 2 years experience.
ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Nice To Haves

Experience providing executive-level administrative support within a complex organization.
Experience working in higher education, student affairs, or similarly mission-driven environments.
Success managing multiple priorities, projects, and deadlines simultaneously.
Strong supervisory and team leadership experience.
Experience handling confidential and sensitive matters with discretion and professionalism.
Knowledge of financial management, budgeting, and reporting processes.
Experience improving business processes, workflows, and operational practices.
Exceptional organizational, interpersonal, and communication skills.
Strong critical thinking, problem-solving, and decision-making abilities.
A commitment to collaboration, customer service, and supporting student success.

Responsibilities

Serve as the primary administrative partner to the Associate Vice President and Dean of Students.
Manage complex calendars, priorities, scheduling, correspondence, and communications.
Prepare executive briefings, reports, presentations, and meeting materials that support leadership decision-making.
Serve as a central point of contact for the Dean of Students Office, helping resolve issues and appropriately escalating urgent or sensitive matters.
Build strong partnerships with students, families, faculty, staff, alumni, and University stakeholders while providing exceptional service and support.
Handle confidential and sensitive information with professionalism, sound judgment, and discretion.
Coordinate and manage meetings, events, strategic initiatives, and special projects on behalf of the Dean of Students.
Track project timelines, action items, deliverables, and organizational priorities while ensuring accountability and follow-through.
Facilitate cross-functional collaboration across the Dean of Students portfolio and the Division of Student Affairs.
Support recruitment, onboarding, training, and performance management activities in partnership with department leaders.
Partner with communications professionals to support strategic messaging and engagement initiatives.
Conduct research, develop written materials, and provide project support for operational and institutional priorities.
Supervise designated staff and provide coaching, mentoring, guidance, and professional development support.
Foster collaboration and consistency among administrative support professionals across the Dean of Students area.
Support staffing operations, student employment administration, payroll processes, and workforce planning.
Monitor operational needs and recommend staffing solutions to support organizational effectiveness.
Partner with leadership to develop, monitor, and manage budgets and financial resources.
Analyze financial data and prepare budget recommendations, forecasts, and reports to support informed decision-making.
Monitor expenditures and ensure compliance with University policies and procedures.
Support grant proposal development, budget administration, reporting requirements, and compliance activities.
Oversee day-to-day operations of the Dean of Students Office and designated departmental spaces.
Promote a welcoming, professional, and student-centered environment.
Develop and enhance administrative systems, processes, and workflows that improve efficiency and service delivery.
Help establish customer service standards that support responsive and consistent experiences for students and campus partners.
Contribute to special projects and initiatives that advance departmental, divisional, and University priorities.
Support evolving organizational needs and perform related duties as assigned.