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.

Be You.

At Duke University, we celebrate individuality and the unique perspectives that each member of our community brings. As theProgram Coordinator in the Department of Mathematics, you'll be a vital part of a collaborative, interdisciplinary academic environment that supports faculty, students, postdoctoral scholars, and visitors from across the globe. This role is central to building community, advancing academic excellence, and ensuring seamless program and event execution within one of Duke's most dynamic departments.

Be Bold.

This position is ideal for a highly organized, energetic self-starter who thrives in a fast-paced academic setting and enjoys balancing program coordination, event management, communications, and operational support.

What You'll Do

Program & Event Management

• Coordinate and manage multiple departmental seminar series, including Graduate/Faculty seminars, Applied Math and Analysis, Mathematical Biology, Geometry & Topology, CNCS/CTMS, Number Theory, Probability, String Theory, Algebraic Geometry, and Nonlinear & Complex Systems.
• Manage event marketing, budgets, visa coordination, reimbursements, and honoraria.
• Plan and execute logistics for in-person, virtual, and hybrid events, including event websites, travel, accommodations, transportation, and virtual programming.
• Lead or support major departmental events such as the Mathematics Diploma Ceremony, Duke Math Meet, Alumni Weekend, conferences, workshops, and special events.
• Collaborate with the Director of Community Building to support training initiatives and inclusive departmental programming.
• Manage classroom reservations using 25LIVE and coordinate with Trinity College of Arts & Sciences Facilities.
• Coordinate weekly department tea, including ordering, setup, and breakdown.
• Evaluate program effectiveness, prepare materials for new initiatives, and recommend improvements.
• Provide ad hoc project management and program support as departmental priorities evolve.

Communication & Web Management

• Develop and maintain content for internal and external Mathematics Department websites, including news stories, event pages, and administrative content.
• Manage departmental directories and update the Duke Events Calendar and Duke Flyer screens.
• Partner with faculty and PhD students to promote research and academic profiles on Scholars@Duke.
• Assist with researching, drafting, and updating departmental policies and procedures.

Administrative Support

• Coordinate and provide guidance to undergraduate student assistants, graduate students, postdocs, and faculty supporting departmental programs.
• Manage procurement card purchases and process expenses through Concur and Accounts Payable.
• Solicit, track, and maintain records for appointments, reappointments, promotion, and tenure processes.
• Provide administrative and scheduling support to the Department Chair, including faculty recruitment visit coordination.

Operational & Facilities Support

• Assist with space and facilities coordination for faculty, postdocs, and graduate students, including onboarding and transitions.
• Maintain space allocation records and ensure accuracy in Duke's space reporting systems.
• Oversee work orders, maintenance requests, parking coordination, DukeCard access, and departmental key systems.

Education & Experience

Education

• Bachelor's degree required
  An equivalent combination of relevant education and experience may be considered.

Experience

• A minimum of one year of experience in program administration, academic administration, instructional support, or event planning. Three years preferred.
• Experience coordinating complex programs or events in an academic or similarly structured environment is strongly preferred.

Skills & Capabilities

• Demonstrated ability to implement and maintain tracking systems for programs and events.
• Capacity to learn and manage financial processes, including budget tracking and reimbursements.
• Strong organizational and time-management skills with the ability to manage multiple projects simultaneously.
• Ability to provide guidance and direction to student assistants, including setting expectations and monitoring performance.
• Strong analytical, problem-solving, and evaluation skills to assess program effectiveness and recommend improvements.
• Excellent written and verbal communication skills for working across Duke entities and with external partners.
• Comfort with website management and content development for faculty, graduate students, and departmental initiatives.
• Flexibility and adaptability to shift events between in-person and virtual formats as needed.

Choose Duke.

At Duke, you'll find more than a job-you'll find a community committed to discovery, collaboration, and impact. We offer:

• A vibrant academic environment with global reach
• Opportunities for professional growth and cross-campus collaboration
• Competitive compensation and comprehensive benefits
• A culture that values inclusion, innovation, and flexibility

Ready to Make a Difference?

Apply now and help support the programs, people, and experiences that advance academic excellence in Duke's Department of Mathematics.