Administrative 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.

 

Be You.

 

At Duke, we value the diverse experiences, perspectives, and talents that make our community stronger. As the Administrative Coordinator, you’ll play a critical role in supporting student-centered programs and initiatives by partnering closely with Associate and Assistant Vice Presidents in the Dean of Students Office. You’ll join a collaborative, mission-driven team that values integrity, discretion, and service excellence—while helping shape systems and processes that support students, staff, and faculty across the University.  This role will be a time limited (1 year) position.

 

Be Bold.

 

This role offers the opportunity to lead with confidence in a fast-paced, evolving environment. You’ll balance strategic thinking with hands-on execution, manage complex administrative and financial processes, and guide teams through change—all while maintaining the highest standards of professionalism and confidentiality.

 

What You’ll Do:

Administrative & Project Management (35%)

• Partner with Associate and Assistant Vice Presidents to lead standing and ad hoc working groups.
• Collaborate with senior leaders to design and implement new administrative systems aligned with divisional priorities and organizational change initiatives.
• Serve as a liaison across all levels of administration and faculty to coordinate efforts and resolve complex issues.
• Champion strategic initiatives through planning, research, coordination, and project support.
• Track milestones and action items, providing regular progress reports.
• Ensure sensitive and confidential information is managed in accordance with Duke policies and standards.

Financial Administration & Resource Management (25%)

• Assist with the preparation, revision, and advancement of departmental budget proposals.
• Prepare variance projections and regular financial reports.
• Manage financial processes to ensure fiscal responsibility, cost controls, and policy compliance.
• Train and advise staff on financial tools, processes, and expectations.
• Approve and monitor spending from endowments and restricted funds; prepare stewardship reports and donor correspondence.
• Lead grant proposal preparation, oversee grant expenditures, and ensure timely reporting to sponsoring agencies.

Supervision, Hiring & Staff Development (20%)

• Manage recruitment, onboarding, training, and performance management processes.
• Partner with functional department heads to develop and execute staff recruitment plans.
• Supervise administrative support staff and student employees within the Dean of Students area.
• Establish and monitor customer service standards for front-line staff.
• Conduct performance reviews and provide ongoing coaching and feedback.
• Oversee student payroll processes and review overtime and temporary staffing justifications.

Communications (10%)

• Collaborate with strategic communications partners on key internal and external messaging.
• Support strategic writing and research related to divisional priorities, special projects, and institutional planning.
• Draft reports and communications for a variety of stakeholders.

Office & Facilities Management (10%)

• Oversee scheduling and administrative support for leadership activities, deadlines, and commitments.
• Collaborate on facilities and space management for the Office of Student Affairs and related departments.
• Respond to complex inquiries from faculty, students, parents, alumni, and staff, applying University policies and procedures as needed.

Other Duties (5%)

• Perform related duties as assigned to support departmental, divisional, and University goals.

What You Bring

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