Program Coordinator

North Carolina, United States
14 May 2019
End of advertisement period
14 Jul 2019
Contract Type
Full Time

Occupational Summary:

This position reports to and directly supports the Assistant Vice President, Harassment & Discrimination Prevention and Compliance, and the Assistant Vice President, Title IX Compliance. The program coordinator will plan, coordinate, and administer activities/events within assigned program areas; and develop, coordinate and advise on policy related to specified programs. This position will participate in the planning and establishment of goals and objectives for meetings, trainings/conferences, and/or events.

Work Performed:

Administrative Support

  • Provide administrative assistance to departmental staff within assigned program areas to support the accomplishment of program objectives; maintain calendars for assistance vice presidents; assist with prioritization in resolving scheduling conflicts.
  • Support assistant vice presidents in implementing, administering, and coordinating Duke’s harassment and discrimination policies. Provides administrative support for handling complaints, facilitating communication, and connecting those who have questions or concerns with appropriate staff, including serving as intake coordinator for the assistant vice presidents and the office in general.
  • Maintain and have responsibility for database management. Maintain the case/client complaint database, including data input, insuring alignment and integrity with hardcopy or physical files and the creation of regular and requested reports. Maintain and manage the departmental training database.
  • Participate in committees as assigned by the assistant vice presidents with responsibility for recording minutes and/or writing reports, leading subgroups, planning meeting agendas, and actively participate in the planning, etc.
  • Develop quality peer relationships with key university personnel, such as the accounting offices, OIT, procurement, auxiliary services, facilities management, publications, human resources, and other related entities.

Program Coordination

  • Plan, coordinate and administer activities of assigned programs including, but not limited to, seminars, conferences, workshops, short courses, and public events. Develop and implement ideas and concepts for program themes, materials and resources to supplement, expandor replace existing program components. Assist the assistant vice presidents in coordination and implementation of program initiatives including, but not limited to, case management activities.
  • Administer contracts with vendors for services, in accordance with budget constraints and University policies and procedures. Monitor and coordinate accounting activities as appropriate, and participate in budget planning and management, as required; coordinate and administer the purchasing of supplies, services and/or equipment for events. Verify and reconcile expenditure of budgeted program funds as appropriate. Develop and prepare reports related to programming.
  • Design and prepare various marketing materials, to include brochures, ads, flyers or newsletters for special events. Coordinate, plan and/or participate in public relations activities to include preparing and supervising the production of promotionalmaterials and/or publications, managing press releases, and respond to inquiries.
  • Maintain liaison with internal and external programs, offices and departments to coordinate program business and to accomplish program objectives; interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized. Serve as principal liaison between contractors and organizers with regard to logistical programming operations of multiple programs and events, particularly those events ancillary to the annual Dr. Martin L. King Commemoration and Samuel DuBois Cook Society.
  • Monitor and evaluate program effectiveness and recommend and implement modifications to improve programeffectiveness. Evaluate program/event histories, budget considerations, contractual provisions, and planning committee recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, etc.
  • Perform other related duties incidental and as needed to accomplish the work described herein

Location Durham


Job Family Level 10

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 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