at Duke University and Duke University Health System

Durham, North Carolina

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.


The Project Coordinator (level 10) is responsible for a broad range of activities that support the Dean’s Office and the Fuqua School of Business. The role reports directly to the Associate Director, Accreditation and Faculty Personnel Services (Administrative Coordinator, FSB Dean’s Office).  This position requires outstanding organizational and project management skills, excellent interpersonal and written communication skills, sensitivity to confidential issues, and the ability to prioritize activities in a fast-paced, ever-changing environment. Demonstrated ability to work independently, effectively under pressure, and in a fast-moving environment.  Demonstrated ability to meet deadlines particularly with changing priorities and exercise sound judgment and discretion. The Project Coordinator must have the ability to work and communicate independently and well with Fuqua administrators, faculty, students, and University offices.


Job Duties:
Personnel Coordination: Coordinate all visiting scholars and research staff. Coordinate and manage the recruiting and hiring process for Research Staff (including post-doctoral associates), Adjuncts.  Manage the tracking and onboarding communications in the Adjunct Faculty hiring process. (35%)
•    Submit and manage AJO advertising and EEO reporting for Research Staff and Adjunct Faculty.
•    Draft Research Staff contract letters.
•    Manage Visiting Scholar process with faculty and the Sr. Associate Dean for Faculty.
•    Manage the visa process and serve as the Fuqua liaison to Duke Visa Services for all international visitors. 
•    Maintain annual spreadsheet to track Adjunct Faculty contracts
•    Manage and send enter-exits and onboarding emails for new, and continuing, adjunct faculty.

Faculty Affairs Administrative Support: Provide administrative support to the Faculty Affairs Administrative coordinators and Senior Associate Dean for Faculty. (25%)
•    Assist with faculty affairs cyclical responsibilities including but not limited to tracking and communications of annual activity reports, annual faculty reviews, summer support requests, faculty meetings, area coordinator and other faculty committee meetings, RA/TA letters, sabbatical requests, and teaching letters.  
•    Work with TSC and SDS on automation of faculty processes.
•    Aid in setting up new faculty orientation sessions.
•    Work with Administrative Coordinators to support tenure track review processes including electronic dossiers for faculty and APT review.
•    Assist with faculty affairs budgeting.
•    Coordinate administrative activities related to the Faculty Curriculum Committee


Data and Technical Support: Provide centralized coordination of website updates for Fuqua faculty. Provide data support for survey and accreditation. (10%)
•    Provide centralized coordination of website updates for Fuqua faculty. 
•    Update and maintain the Fuqua Faculty Directory, Fuqua World faculty profiles, recruitment and programmatic updates on the external Fuqua website and Fuqua World. 
•    Serve as a Fuqua designated “power user” for the Scholars@Duke website. As needed, submit a Help ticket to the Scholars@Duke team and follow up with faculty on the resolution. 
•    Maintain and troubleshoot FuquaWorld faculty email distribution lists.
•    Audit Faculty web-presence (Fuqua directory, Fuqua World, Scholars, e-mail lists, etc.) on a quarterly basis.
•    Coordinate collection of data for Marketing surveys and accreditation.
•    Annually update Faculty portion of Fuqua University Bulletin


Compliance Support: Provide data support for surveys, compliance, and accreditation. (15%)
•    Work with Marketing to report survey data.  Maintain annual faculty roster with accuracy.
•    Work with Dean’s Office Administrative Coordinators and faculty for Responsible Conduct of Research (RCR) compliance and additional faculty compliance, as needed (e.g., EEO, E-cert, COI, etc.)
•    Support Faculty Affairs Administrative Coordinators, as needed, supporting SACs and AACSB compliance


Additional Responsibilities: as assigned by the Senior Associate Dean for Faculty and Faculty Affairs Administrative Coordinators. (15%):
•    Support maintenance and organization of personnel and case files (both paper and electronic).
•    Support ad-hoc projects, as needed.


Duke Minimum Required Qualifications

Work requires communication and analytical skills normally acquired through a 4-year college education.


Work requires a general knowledge of research methods, procedures and activities normally acquired through 1 year of social science research experience OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE 


Department Preferred Qualifications:

•    Bachelor's degree strongly preferred.


•    3 – 5 years administrative coordination or project coordination experience preferred. 


Additional Skills
•    Confidentiality
•    The ability to quickly develop credible relationships across teams and departments.
•    Ability to work within a team environment. 
•    Excellent communication and interpersonal skills. 
•    Excellent organizational abilities.
•    Project management skills.
•    Must be detail oriented.  
•    Must be able to handle multiple tasks in a professional and independent manner. 
•    Must be able to handle rapidly changing priorities.
•    Advanced knowledge and skills in Microsoft Word, PowerPoint, Excel, Outlook and Web searches.  Knowledge of WordPress and Duke systems is a plus.



Duke is an Affirmative Action/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, sexual orientation, or veteran 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.


Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.


Durham, North Carolina

As a world-class academic and health care system, Duke Health strives to transform medicine and health locally and globally through innovative scientific research, rapid translation of breakthrough discoveries, educating future clinical and scientific leaders, advocating and practicing evidence-based medicine to improve community health, and leading efforts to eliminate health inequalities.

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