Duke University · 12 hours ago
Senior Program Coordinator
Durham, NC
Full-time
Onsite
Mid, Senior Level
$49K/yr - $78K/yr
3+ years expDuke University is one of America’s leading research universities located in Durham, North Carolina. The Senior Program Coordinator in Faculty Affairs provides comprehensive administrative support for the Faculty Affairs office, ensuring that the work meets the needs of the University while collaborating closely with faculty and staff.
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Responsibilities
Support Vice Dean in preparing faculty-wide communications regarding Annual Leave Requests and Scholarly Activity Reports
Reinforce faculty-wide messaging with follow up communications to Business Managers
Organize bi-annual workshops for Business Mangers to support APT dossier preparation
Organize DFAC training sessions for Business Managers in collaboration with Provost’s Faculty Affairs office
Maintain availability by phone for 1:1 support to Business Managers on Faculty Affairs policies or procedures
Assist Chairs, faculty members, and departmental staff with faculty affairs policy questions
Handle inquiries from Chairs, faculty, and departmental staff on matters relating to faculty appointments, reviews, searches, and leaves
Email faculty letters from the Dean of Arts & Sciences and the Vice Dean for Faculty
Manage support for faculty in the Year-One Program; serve as the point of contact for assistance with the program & navigating the schedule of events
Support Dean of Research in Year-One Program communications & event development
Manage support for faculty as they transition to Emeritus status; serve as point of contact for assistant with emeritus resources
Support Vice Dean for Faculty Affairs in emeritus faculty communications & event development
Manage faculty leave requests from departments
Receive annual packets of requests from departments, check sabbatical eligibility of those requesting sabbaticals, maintain leave requests spreadsheet, work with Vice Dean for Faculty to clarify requests, transmit requests in divisional packets to Provost’s office
Also manage piecemeal faculty leave requests that come in intermittently throughout the year
Add faculty leaves to dFac system
Input dFac forms for all leaves taken by regular rank faculty in Arts & Sciences
Write approval letters for this type of leave, including all pertinent details
Transmit to the faculty members via email and email copies to relevant Deans, the department Chair, and relevant staff
Administrate the Trinity Research Leave Program: design Kuali form to receive applications; support Vice Dean in annual call for proposals; schedule TRL review committee meeting; provide relevant documents to review committee members (migrate from Kuali to Box); circulate official decision letters to faculty candidates
Coordinate Faculty Affairs programs: New faculty welcome lunch; new department chair orientation; new chair coffee with the deans, and other events; coordinate with Divisional Dean office for assistant and associate professor lunch series
Coordinate Year One programming for the Dean of Research; schedule TRAC monthly faculty committee meetings; support communications
Develop and coordinate new ideas and concepts for program themes, materials and resources to supplement, expand or replace existing program components
Lead space reservation and catering orders for all Faculty Affairs & Dean of Research programs
Coordinate with Office of the Dean and the Office of the Divisional Deans to support programming with faculty and chairs as needed
Name faculty records documents according to established norms and upload them to relevant categories in the Arts & Sciences faculty database
Maintain Faculty Affairs Duke Box site
Serve as owner/administrator on Duke Box for collection and distribution of materials relating to faculty reviews, Distinguished Professor nominations, and other intermittent record keeping
Manage Faculty Affairs section of Trinity web site
Add new content and edit standing content, as needed, on matters relating to faculty appointments, leaves, reviews, searches, and other policies
Maintain new faculty lists
Keep annual lists of new regular rank faculty joining Arts & Sciences departments
Provide these lists to the office of the Dean of Arts & Sciences and to outside offices, when requested
Maintain leave history logs
For tenured and tenure track faculty in Arts & Sciences, maintain electronic leave logs as a second check on the dFac system relating to faculty sabbatical eligibility
Assist in management of electronic faculty records on shared drive
Add faculty records documents to relevant categories on the drive shared by the Faculty Affairs and Finance and Administration offices
Manage parental leaves and tenure clock extension requests
Write parental leave request letters for regular rank Arts & Sciences faculty members to Provost’s office
When a tenure clock extension becomes part of the request, manage the process by which the extension is processed and added to the record
Create and maintain schedule of faculty reappointment and promotion reviews
Use Filemaker and dFac databases to create a yearly schedule of reviews due
Transmit each department’s list of reviews by email, use their feedback to correct or update schedule when necessary
Maintain the reviews spreadsheet throughout the year
Write review committee approval letters
When the A&S Deans approve the committees to serve on faculty reappointment and promotion reviews, write the formal approval letter and email it to the department Chair, review committee Chair, relevant Deans, and relevant staff
Submit faculty reviews dossiers to Provost’s APT office
Using Duke Box, upload faculty reappointment and promotion review materials to the Provost’s Faculty Affairs office for cases that are subject to review by the Provost’s office and/or the Provost’s Appointments, Promotion, and Tenure committee
Check faculty reviews dossiers for accuracy and completeness
Serve as first line of checking faculty reappointment and promotion reviews to ensure the dossiers contain the correct information, and are complete
Work with department staff to get the dossiers ready for review by the A&S Deans and sometimes the Provost’s Faculty Affairs office and Appointments, Promotion, and Tenure committee
Facilitate Distinguished Professors nominations process
Schedule two annual meetings for nine-person advisory board, Vice Dean for Faculty, and divisional deans
Maintain nominations records in Duke Box
Communicate via email with external evaluators who are requested to write letters of evaluation for nominees, track responses from external evaluators
Help manage Chair opinions process
When departmental faculty are solicited to voice their opinions on who should be next Chair/Director in their unit, work with departmental staff to get the Dean’s solicitation out to appropriate faculty
Work with Vice Dean for Faculty to summarize individual opinions to make them accessible and understandable to the relevant Deans, the Provost, and the President, distribute finalized packets of opinions and summaries to relevant Deans and to Provost
Manage secondary appointments for the Dean’s office
Receive requests from departments, request approval from Provost, create secondary appointment letters and transmit by email to faculty
Route finalized secondary appointment letters to relevant Deans, Chairs, and staff
Oversee and recommend improvements to the organization of Faculty Affairs record keeping
Develop annual reports for circulation to offices across the University (communications, development, etc)
Design updated systems for annual tracking of faculty data
Develop reports on A&S that include analysis of trends over time
Upload faculty documents to the FileMaker faculty database
Ensure the correct nomenclature has been used for faculty documents in accordance to established norms and upload the documents to the relevant categories in the Arts & Sciences FileMaker faculty database
Ensure Chairs recommended annual increases are entered in the FileMaker faculty database along with budgeted cost distribution changes
Review and analyze all appointments, compensation, leaves, terminations, retentions, retirements and supplements in preparation for the new fiscal year and upload and reconcile the faculty salaries to the Duke University Salary Setting Tool
Oversees and manage all Regular Rank faculty payroll and dFac forms initiated in Arts & Sciences
Initiate and approve iForms and dFac forms by the posted payroll deadlines
Ensure all policies and procedures are adhered to for summer supplemental payments including federally funded grants
Maintain the data integrity in FileMaker Pro and the Regular Rank Faculty Dashboard
Attend monthly Faculty Affairs University Wide Committee meetings and update A&S Faculty Affairs policies when necessary
Attend weekly Faculty Affairs team meeting
Attend semi-monthly TCAS Business Manager meetings
Maintain open office hour for Business Managers and monitor Teams group for questions relevant to Faculty Affairs
Coordinate exchange of relevant documents for procurement processing
Oversee annual budget report for Faculty Affairs
Qualification
Required
Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program
Work requires three years 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
Preferred
Knowledge of SAP/Duke@Work, DFac, Tableau, and FileMaker Pro operating systems
Excellent organizational skills with strong skills in creating Excel Worksheets
Impeccable attention to detail, specifically in data entry
Excellent interpersonal skills, especially in clarifying policies and procedures with colleagues across the University
Ability to manage confidential materials and hold information confidential
Excellent written and verbal skills
Confidence in multi-tasking and navigating crises
Benefits
Comprehensive and competitive medical and dental care programs
Generous retirement benefits
A wide array of family-friendly and cultural programs
Company
Duke University
Duke University is a private research university providing undergraduate and postgraduate education in medicine and other disciplines.
10001+ employees
H1B Sponsorship
Duke University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
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Trends of Total Sponsorships
2025 (274)
2024 (232)
2023 (202)
2022 (195)
2021 (148)
2020 (121)
Funding
Current Stage
Late StageTotal Funding
$71.15MKey Investors
North Carolina Biotechnology CenterUS Department of EnergyGlaucoma Research Foundation
2023-02-17Grant· $0.11M
2022-09-19Grant
2022-03-09Grant· $0.05M
Leadership Team
Barry Myers
Professor and Director
Dan Ariely
Professor
Recent News
2026-01-11
2025-12-18
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