Administrative Coordinator

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. 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 Required Qualifications Work requires a general business background, generally equivalent to a bachelor's degree in a business-related field. Two years of related business or administrative experience involving personnel practices, budgeting, accounting principles, and coordination of major office activities. A master’s degree in a business-related field may substitute for two years of experience. Strongly Preferred Demonstrated experience supporting senior leaders in a complex, fast-paced organization. Experience with financial reporting, budgeting, grants management, and staff supervision. Strong communication, organizational, and problem-solving skills. Proven ability to manage confidential information with discretion and professionalism. Choose Duke. At Duke University, you’ll find more than a job—you’ll find purpose. We offer a supportive work environment, opportunities for professional growth, and the chance to contribute meaningfully to student success and institutional excellence. Join us and be part of a community that is bold in its vision and inclusive in its values. Ready to Make a Difference? Apply today and help advance the mission of the Dean of Students Office at Duke University Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $59,829.00 to USD $86,700.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer. Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: Equal Opportunity Employer: Duke is an 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 (including pregnancy and pregnancy- related conditions), sexual orientation, or military 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. Read more about Duke’s commitment to affirmative action and nondiscrimination at hr.duke.edu/eeo. 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 reasonable accommodation(s) can be requested with Duke Access and Accommodations Services (email: View email address on click.appcast.io; phone: View phone number on click.appcast.io). Nearest Major Market: Durham Nearest Secondary Market: Raleigh #J-18808-Ljbffr Duke PF