Program Coordinator, Asian and Middle Eastern Studies

North Carolina, United States
19 Oct 2018
End of advertisement period
19 Dec 2018
Academic Discipline
Social Sciences, Education
Contract Type
Full Time

Asian and Middle Eastern Studies

Job Description

Occupational Summary

Plan, coordinate and administer programs and activities within Duke’s Asian American Studies Program (AASP); Work with the Director and with the program’s affiliated faculty to develop, coordinate and advise on policy related to developing and implementing an interdisciplinary curriculum and academic accreditation. Responsibilities also include maintaining the program’s financials and budget reconciliation; leading efforts in program communications and community outreach activities for faculty, students, and the broader community, including maintaining listservs, program website, and social media presence.

Work with Director and with the program’s affiliated faculty on programmatic activities, including curriculum development, grant writing, and implementation of an academic accreditation program, outreach events, and advertisement. 

Specific responsibilities will include: 

Coordination of logistics and publicity for AASP programs and events; processing and maintaining all AASP financials and monthly reconciliation of accounts; outreach, publicity, and other responsibilities related to AASP; grant writing, academic program building; maintenance and updating of the AASP websites and other social networking and communication tools  (Facebook, Twitter, listservs, etc.); collection and formatting of data required for program reports and evaluation, including development of necessary databases, course lists, and student, faculty, and alumni data; processing of AASP financial documents as needed; and general administrative support of AASP activities and programs as they evolve.

This position requires flexibility, creativity, a willingness to be a team player combined with an ability to work proactively and independently. Successful candidates must have experience with budgets and have a strong willingness to be trained on the job. They will be highly organized, attentive to details, and able to manage multiple projects simultaneously. The position requires willingness to work in a dynamic and evolving program that generates new initiatives and programs, good humor, and an ability to work well with people at all levels of the university. A bachelor’s or higher degree and knowledge of Asian American Pacific Islander community concerns preferred.


Logistical support for Asian American Studies program and outreach events at Duke and beyond (30%):

  • Responsibilities may include maintaining the program website and social media presence; preparation of fliers, brochures, and publicity materials; providing assistance to faculty for special projects or programs; assist with AASP faculty meetings; and other duties as assigned.
  • Schedule & arrange all components of programs and events, including site arrangements, catering, tech support, publicity, routine correspondence, attendance records, program materials, and financial records
  • Attend beginning of events or arrange student coverage when necessary to ensure that AV/tech is set up and functions and to troubleshoot if there are problems; Insure preparations for recording if required.
  • Provide logistical support for program events
  • Maintain, monitor, verify & reconcile monthly expenditure of budgeted program accounts
  • Complete all financial forms, honoraria, WORKS receipts, reimbursements, AP check requests, and fund wires
  • Obtain necessary documentation to process payments to foreign nationals and institutions
  • Maintain shadow budget to track expenditures by program and develop projected and actual budgets for specific programs and events as needed
  • Obtain data and information needed for grant preparation, reporting, program evaluation, or documentation from the registrar or other departments; gather and provide such data when requested
  • Develop & implement appropriate information systems in support of program activities & provide adequate reference of data, documentation of procedures & processes & evaluation of program results
  • Work with staff in other departments to complete and maintain accurate records of co-sponsorship commitments and expenditures
  • Assist with hiring, training and supervision of work-study and graduate student workers to provide event support, assist with publicity, and update AASP calendars and website; oversee work of student volunteers on an as-needed basis
  • Lead publicity and outreach efforts to students, faculty, alumni, and the broader community.

2. Provide program and administrative support for AASP academic programs and activities related to curriculum development, accreditation, and outreach (30%): 

AASP curriculum development, maintenance, and outreach will be a major component for this position. Specific responsibilities include: data collection, outreach to faculty, students and DUSs; publicizing the program curriculum to faculty, students, and related departments and programs; advising students, overseeing program application process and validating student completion of program requirements; scheduling and providing administrative support for curriculum related events on campus; updating course lists and monitoring enrollments in area studies courses.

3. Oversee grant and scholarship application process (20%):

AASP is a new program poised for growth. Responsibilities include identifying and writing grants and maintaining relevant scholarship programs for students. Update application materials and website announcements; collect applications and related materials; communicate with faculty evaluation committee about applications, evaluation procedures and criteria; maintain required records and data on awards and recipients.

4. AASP website & social network maintenance (20%):

Maintain the web and social media presence of AASP. This includes regular updating of program websites as well as regular postings to program social media channels. 

The person applying for this job would be expected to have the following skills & qualifications:

  • Event and program planning experience, preferably at Duke or a comparable academic setting
  • Familiarity with social networking tools (especially Facebook & Twitter)
  • Intermediate skills in Microsoft, Excel, Powerpoint and Access required
  • Knowledge of desktop publishing software (e.g. Microsoft Publisher or alternatives such as Adobe InDesign, Photoshop)
  • Experience in financial monitoring and reconciliation
  • Strong organizational skills, great attention to detail, and ability to manage several projects simultaneously
  • Availability for some evening & weekend hours
  • Familiarity with Duke undergraduate curriculum and student culture 

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other

Requisition Number 401495027
Location Durham
Job Code 2321 PROGRAM COORD 
Job Family Level 10
Exempt/Non-Exempt Exempt
Full Time / Part Time FULL TIME
Regular / Temporary Regular
Shift First/Day

Minimum Qualifications

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex,sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation,creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions:Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.


Work requires analytical, communications and organizational skillsgenerally acquired through completion of a bachelor's degree program.


Work requires one year of experience in program administration orinvolving academic, instructional or counseling activities to acquireskills necessary to plan, coordinate and implement a variety of programactivities and events.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

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