Program Coordinator, Convening Operations - Divinity School

Duke Careers•Durham, NC

1d•$45,661 - $73,140•Onsite

About The Position

The Forum for Congregational Life at Duke Divinity School is seeking a detail-oriented and collaborative Program Coordinator to join their team. This role serves as the operational backbone for multiple Lilly Endowment–funded programs and events, managing participant registration, communications, logistics, budgeting, vendor management, and event execution. The position requires exceptional attention to detail, strong project management skills, and a commitment to delivering outstanding service and hospitality. The Program Coordinator will collaborate with colleagues across Duke Divinity School, engage with external partners and grantees, oversee event operations, manage program data, and support strategic initiatives. This role is ideal for someone who enjoys balancing multiple priorities, building relationships, and ensuring programs run smoothly from planning through execution.

Requirements

Completion of a bachelor's degree program.
One year of experience in program administration, program coordination, event management, academic support, instructional activities, counseling activities, or related experience.
Equivalent combination of relevant education and experience will be considered.

Nice To Haves

Experience coordinating conferences, convenings, workshops, retreats, or large-scale events.
Demonstrated project management skills with the ability to manage multiple deadlines and priorities simultaneously.
Experience managing budgets, reconciling expenditures, and monitoring financial activities.
Strong written and verbal communication skills with experience engaging diverse stakeholders.
Experience working with customer relationship management (CRM) systems, registration platforms, or constituent databases.
Ability to build collaborative relationships with vendors, contractors, participants, and institutional partners.
Experience developing standard operating procedures, process documentation, and program reports.
Proficiency with Microsoft Office Suite, Airtable, Canva, SAP, or similar business applications.

Responsibilities

Coordinate multiple programs, events, and project timelines simultaneously while collaborating with internal and external stakeholders.
Manage event registration processes, participant communications, schedules, and event logistics for both on-site and off-site convenings.
Coordinate travel, lodging, transportation, hospitality, and meeting arrangements for participants, presenters, and guests.
Develop, maintain, and distribute program communications, invitations, marketing materials, and event information.
Build and maintain productive relationships with participants, vendors, contractors, peer organizations, and Lilly Endowment grantees.
Serve as a departmental liaison and representative of the Forum for Congregational Life at program events, university functions, and external meetings.
Oversee contractor and vendor relationships, ensuring contractual obligations are fulfilled and payments are processed in a timely manner.
Review banquet event orders, event schedules, and logistics plans to ensure quality, accuracy, and exceptional customer service.
Maintain constituent databases, registration systems, event records, and program documentation, ensuring data integrity and accuracy.
Assist leadership in establishing project timelines, monitoring progress, and supporting achievement of program goals and objectives.
Monitor, verify, and reconcile expenditures while ensuring compliance with university policies, grant requirements, and budgetary guidelines.
Prepare financial reports and support budget planning and tracking activities.
Develop and review standard operating procedures and contribute to annual reporting efforts.
Participate in program evaluations and recommend improvements to enhance program effectiveness, participant engagement, and operational efficiency.
Serve as a collaborative resource across Duke divisions and departments in support of program objectives.