Job Description

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Be You.

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.

Minimum 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

Preferred Qualifications

• 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

Other Requirements / Work Environment

• This position operates in an office and event environment and may require attending meetings and events across campus or at external venues
• Responsibilities may include remaining in stationary positions and/or moving throughout offices, event spaces, and campus locations for extended periods
• Duties may involve transporting, setting up, and organizing event materials and supplies, with or without reasonable accommodation
• May require moving items such as signage, registration materials, and event supplies weighing up to 25–40 pounds, with or without reasonable accommodation
• This position is onsite, with work performed on-site or at designated campus locations

Be Bold.

Key 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

Choose Duke.

Join a collaborative academic community where your work directly supports faculty success, student engagement, and impactful research initiatives. In this role, you will play a visible and essential part in creating a welcoming, organized, and intellectually vibrant department—helping bring together speakers, learners, and leaders through a robust seminar series and daily operations support.

Duke University is recognized globally for excellence in education, research, and innovation. You’ll be part of an environment that values professionalism, collaboration, and continuous improvement, while offering opportunities to grow your administrative and program coordination expertise.