Program Coordinator

Duke Careers•Durham, NC

10d•$44,766 - $71,706•Onsite

About The Position

The Department is seeking a highly organized and proactive Program Coordinator to join our team. In this role, you will serve as a central resource supporting the Department Chair while helping drive the day-to-day success of departmental operations. You will play a key role in coordinating a high-visibility weekly seminar series, managing front office operations, and supporting faculty, staff, students, and visitors. This is an exciting opportunity to be at the center of a dynamic academic environment where no two days are the same. You’ll manage complex schedules, coordinate meetings and events, and ensure activities run smoothly across the department. If you thrive in fast-paced settings, enjoy multitasking, and take pride in organization and attention to detail, this role offers the chance to make a meaningful impact.

Requirements

Bachelor’s degree is generally required.
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

Nice To Haves

2–4 years of experience in higher education, research, or academic administration
Event planning or program coordination experience
Familiarity with budgeting, purchasing, and reimbursement processes
Experience supporting senior leadership
Intermediate level proficiency with Office 365, Google Workspace, AI tools, and Box

Responsibilities

Provide high-level administrative support to the Department Chair by managing complex scheduling, preparing meeting materials, drafting correspondence, tracking priorities, and serving as a liaison with internal and external stakeholders while maintaining confidentiality
Coordinate and support faculty Appointments, Promotion, and Tenure (APT) processes, including managing timelines, preparing confidential documentation, ensuring policy compliance, and facilitating communication between faculty, leadership, and university offices
Lead the planning and execution of the department’s weekly seminar series and other departmental events, coordinating schedules, speakers, travel, communications, and on-site hosting. Oversee all event logistics, including venue arrangements, technology support, catering, itineraries, and real-time troubleshooting to ensure successful program delivery.
Coordinate the daily operations of the front office, serving as the primary point of contact for visitors and ensuring efficient administrative workflows. Overseeing office resources, records, and equipment, and managing work-study students.
Process and track departmental purchases, reimbursements, and expenses, ensuring compliance with institutional policies and budget guidelines
Facilitate communication and coordination across the department, maintaining distribution lists, updating web content, supporting internal communications, and collaborating with administrative staff across the institution