Senior Program Coordinator

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.

 

Occupational Summary      

Serve as the Senior Program Coordinator for the Department of Theater Studies, providing comprehensive administrative oversight and coordination across financial, personnel, policy, academic, development, and operational areas. This position ensures the efficient and compliant functioning of departmental operations and supports an active theater program with up to 20 productions annually. The role requires a high level of organizational, analytical, and interpersonal skill, as well as the ability to manage complex business processes and collaborate with diverse stakeholders.

 

Worked Performed

Administrative and Financial Operations
 • Develop and manage departmental operating, production, equipment, computing, endowment, and gift budgets; authorize expenditures and ensure alignment with programmatic needs.
 • Analyze financial data, reconcile expenditures, prepare budget reports, and advise on trends and budget strategy.
 • Oversee financial transactions and service agreements with external units supporting theater operations; ensure adherence to established MOUs.
 • Coordinate procurement of theatrical and operational supplies; maintain compliance with university financial policies.
 • Recommend process improvements and identify new funding opportunities.
 • Utilize SAP, BPS, Concur, and other university financial systems to manage department finances; train faculty and staff on relevant tools and procedures.

 

Staff Supervision and Workflow Management
 • Oversee all departmental HR functions using platforms such as SuccessFactors, JobX, dFac, and others.
 • Hire, supervise, and evaluate staff; set goals, conduct performance reviews, recommend salary adjustments, and manage time-off reporting and bi-weekly payroll.
 • Coordinate recruitment, onboarding, and employment processing for faculty, visiting artists, and guest professionals.
 • Support faculty search processes, including logistics and dossier preparation.
 • Manage complex hiring and compensation arrangements for theatrical professionals across a variety of projects, ensuring compliance with university and union regulations.
 • Liaise with Visa Services, Payroll, and Accounts Payable on employment documentation for international hires and contracted personnel.

 

Policy Implementation and Compliance 
 • Develop and maintain departmental manuals, procedural documents, and web content to ensure policy compliance and clear communication.
 • Interpret and implement university policies; advise faculty, staff, and students on departmental practices.
 • Communicate and enforce use policies for shared departmental resources and spaces.

 

Academic Program and Event Support
 • Serve as administrative liaison for faculty, students, and external stakeholders; manage academic-related funds and coordinate special events, conferences, and guest visits.
 • Represent the department in administrative meetings and academic planning efforts.

 

Development and Stewardship Support 
 • Coordinate development activities and donor stewardship with university advancement staff.
 • Monitor and report on financial status and progress of development-funded initiatives.

 

Department Operations and Facilities Coordination 
 • Oversee the maintenance, planning, and renovation of departmental spaces including theaters, classrooms, and offices.
 • Coordinate operational needs with university facilities, housekeeping, and technical services units.
 • Manage room scheduling, ensure accurate space classification in ARCHIBUS/web-central, and maintain inventory control.

 

Executive Support to the Department Chair 
 • Provide confidential administrative support to the Chair; prepare reports, schedule meetings, and manage correspondence.
 • Represent the Chair in administrative functions and act as liaison to university leadership, donors, and other units.
 • Handle sensitive issues with discretion and professionalism.