The program coordinator performs a variety of administrative duties in support of the operations of the Office of the Secretary. The program coordinator assists with the preparation and the distribution of board documents; assists with coordinating logistics for board meetings and events; executes financial transactions, including corporate card clearing, travel reimbursements, and generating purchase orders and check requests; and assists with the daily operation of the office and special projects, as needed. In addition, the program coordinator will work closely with the Secretary to the Board of Trustees and his/her staff on the management of the Boards of Visitors of the schools at Duke. The work requires the ability to effectively multi-task and work independently and as part of a team, often under circumstances requiring discretion and confidentiality. This position is highly visible in representing Duke to a variety of constituencies including senior leadership, Board of Trustees members, Boards of Visitors members, distinguished visitors, and alumni. The position reports to the manager of board operations.
- Board Documents and Reports
- Prepare resolutions and certificates for signature and distribute after meetings in a timely fashion
- Format minutes and appendices after each meeting and submit to Archives electronically
- Print copies of minutes and appendices and submit for signature. Work with outside vendor to have materials bound and sent to Archives.
- Prepare routine correspondence
Board Meetings and Events
- Assist manager of board operations with coordinating details and logistics for full board and executive committee meetings and events
- Help with the on boarding of new trustees each year
- Provide staff assistance for all board meetings
Boards of Visitors
- Coordinate board of visitors member nominations that come to the president and chair appointments that are brought forward to the Board of Trustees on behalf of the Office of the Secretary
- Gather draft agendas in advance of meetings and reports on meetings following meetings of the boards of visitors and distribute for review, as needed
- Serve as a liaison and resource to colleagues who manage boards of visitors
- Assist in the oversight of orientation for new boards of visitors members working closely with the Secretary to the Board of Trustees and the deans and development officers in the schools
- Assist in organizing an annual retreat for all chairs of boards of visitors to also include the president and the leadership of the Board of Trustees
- Create and maintain database with information on school advisory boards
Support and Assistance
- Serve as the OIT liaison and technology resource for the office, including keeping websites and app up to date
- Maintain trustee database
- Provide administrative support for the young trustee election process and the student application process for standing committees and strategic task forces
- Assist with making arrangements for distinguished visitors to the university, as needed or requested
- Assist with planning for special projects or events as assigned; coordinate work with others involved in the project
- Assist with daily operations of the office including telephone coverage and appropriate handling/referral of calls and visitors
- Administer office e-mail account and handle incoming mail
- Order and maintain inventory of office supplies and equipment; keep storage and work areas clean and organized
- Perform annual tasks (i.e. generate tax letters, mail trustee photo, etc.)
- Provide assistance to the Office of the President, as needed
Perform financial transactions for the Office of the Secretary, including corporate card clearing, preparation of travel reimbursements, and generating purchase orders and check requests
Reconcile budget expenditures
Perform other related duties incidental to the work described herein
Duke Entity: CENTRAL ADMIN MANAGEMENT CTR
Job Code: 2321 PROGRAM COORD
Job Family: Level 10
Full Time/Part Time: FULL TIME
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 idea, 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 skills generally acquired through completion of a bachelor's degree program.
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
Auto req: ID106003BR