Program Coordinator

Duke Careers • Durham, NC

6d

About The Position

At Duke University, we celebrate individuality and the unique perspectives that each member of our community brings. As the
Program Coordinator in the Department of Mathematics, you’ll be a vital part of a collaborative, interdisciplinary academic environment that supports faculty, students, postdoctoral scholars, and visitors from across the globe. This role is central to building community, advancing academic excellence, and ensuring seamless program and event execution within one of Duke’s most dynamic departments.

This position is ideal for a highly organized, energetic self-starter who thrives in a fast-paced academic setting and enjoys balancing program coordination, event management, communications, and operational support.

Requirements

• Bachelor’s degree required
• An equivalent combination of relevant education and experience may be considered.
• A minimum of one year of experience in program administration, academic administration, instructional support, or event planning.
• Demonstrated ability to implement and maintain tracking systems for programs and events.
• Capacity to learn and manage financial processes, including budget tracking and reimbursements.
• Strong organizational and time-management skills with the ability to manage multiple projects simultaneously.
• Ability to provide guidance and direction to student assistants, including setting expectations and monitoring performance.
• Strong analytical, problem-solving, and evaluation skills to assess program effectiveness and recommend improvements.
• Excellent written and verbal communication skills for working across Duke entities and with external partners.
• Comfort with website management and content development for faculty, graduate students, and departmental initiatives.
• Flexibility and adaptability to shift events between in-person and virtual formats as needed.

Nice To Haves

• Three years preferred.
• Experience coordinating complex programs or events in an academic or similarly structured environment is strongly preferred.

Responsibilities

• Coordinate and manage multiple departmental seminar series, including Graduate/Faculty seminars, Applied Math and Analysis, Mathematical Biology, Geometry & Topology, CNCS/CTMS, Number Theory, Probability, String Theory, Algebraic Geometry, and Nonlinear & Complex Systems.
• Manage event marketing, budgets, visa coordination, reimbursements, and honoraria.
• Plan and execute logistics for in-person, virtual, and hybrid events, including event websites, travel, accommodations, transportation, and virtual programming.
• Lead or support major departmental events such as the Mathematics Diploma Ceremony, Duke Math Meet, Alumni Weekend, conferences, workshops, and special events.
• Collaborate with the Director of Community Building to support training initiatives and inclusive departmental programming.
• Manage classroom reservations using 25LIVE and coordinate with Trinity College of Arts & Sciences Facilities.
• Coordinate weekly department tea, including ordering, setup, and breakdown.
• Evaluate program effectiveness, prepare materials for new initiatives, and recommend improvements.
• Provide ad hoc project management and program support as departmental priorities evolve.
• Develop and maintain content for internal and external Mathematics Department websites, including news stories, event pages, and administrative content.
• Manage departmental directories and update the Duke Events Calendar and Duke Flyer screens.
• Partner with faculty and PhD students to promote research and academic profiles on Scholars@Duke.
• Assist with researching, drafting, and updating departmental policies and procedures.
• Coordinate and provide guidance to undergraduate student assistants, graduate students, postdocs, and faculty supporting departmental programs.
• Manage procurement card purchases and process expenses through Concur and Accounts Payable.
• Solicit, track, and maintain records for appointments, reappointments, promotion, and tenure processes.
• Provide administrative and scheduling support to the Department Chair, including faculty recruitment visit coordination.
• Assist with space and facilities coordination for faculty, postdocs, and graduate students, including onboarding and transitions.
• Maintain space allocation records and ensure accuracy in Duke’s space reporting systems.
• Oversee work orders, maintenance requests, parking coordination, DukeCard access, and departmental key systems.

Benefits

• Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members.
• Learn more at: https://hr.duke.edu/benefits/

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees