Administrative Coordinator

Talentify; Durham (NC); On-site; USD 61,000 - 88,000; Full time

Job summary

Duke University is seeking an Administrative Coordinator for Trinity College of Arts & Sciences to support financial, operational, and administrative functions across leadership teams. The role balances analytical work with stakeholder collaboration to improve processes and enable strategic initiatives.

The position emphasizes budget management, access coordination, and cross-functional support for department priorities, with opportunities for professional growth within a leading research

Qualifications

• Bachelor’s degree required.
• Three years of experience coordinating administrative, financial, and operational activities.
• Strong organizational, analytical, financial management, and communication skills.

Responsibilities

• Provide financial coordination and budget support for Trinity Technology and Finance & Administration accounts.
• Develop budgets, track expenditures, forecast, analyze variances, and prepare reports.
• Coordinate annual budget planning with leadership and prepare materials for decision making.
• Reconcile accounts, identify discrepancies, and support corrective actions.
• Create and maintain financial tracking tools and dashboards for transparency.
• Manage position-based access and related administrative workflows.
• Support leadership with calendaring, meetings, events, and onboarding of new staff.
• Coordinate MOUs and special projects to support organizational goals.

Skills

Organization

Analytical ability

Financial management

Communication

Confidentiality

Education

Bachelor's degree

Job description

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 believe that great ideas come from different perspectives, experiences, and backgrounds. As the Administrative Coordinator within Trinity College of Arts & Sciences, you'll play an essential role in supporting the financial, operational, and administrative functions that enable our leadership teams to serve the university community effectively.

In this highly collaborative position, you'll partner closely with the Vice Dean for Finance & Administration, the Associate Dean for Technology Strategy, and colleagues across Trinity Finance, Human Resources, and Technology. Your expertise, attention to detail, and commitment to service will help strengthen operations, improve processes, and support strategic initiatives across Trinity.

Whether you're analyzing budgets, improving workflows, coordinating leadership priorities, or supporting critical administrative operations, your contributions will have a meaningful impact on the success of our academic community.

Be Bold.

This is an opportunity for a motivated professional who enjoys balancing analytical work with relationship building, operational excellence, and continuous improvement. You'll exercise independent judgment, identify opportunities to enhance processes, and collaborate with stakeholders across Duke to solve complex administrative and operational challenges.

What You'll Do

Provide Financial Coordination & Budget Support

• Support financial management activities for Trinity Technology and assigned Finance & Administration accounts.
• Assist in budget development, expenditure tracking, forecasting, variance analysis, and financial reporting.
• Partner with leadership to coordinate annual budget planning processes, gather supporting data, and prepare materials for review and decision-making.
• Reconcile financial accounts and proactively identify discrepancies, unusual transactions, and opportunities for corrective action.
• Monitor budget activity and commitments throughout the fiscal year, providing analyses and recommendations to support strategic decision-making.
• Develop and maintain financial tracking tools, reports, and dashboards that promote transparency and accountability.
• Review financial transactions, invoices, reimbursements, purchasing activities, and related documentation for accuracy and compliance.
• Collaborate with financial partners across Duke to resolve accounting and budget-related issues.

Drive Process Excellence & Administrative Improvement

• Serve as the Position Access Coordinator for Trinity College of Arts & Sciences.
• Manage position-based system access requests and related administrative workflows.
• Review authorization structures and identify opportunities to improve accuracy, consistency, and compliance.
• Maintain detailed documentation of access procedures, workflows, and administrative requirements.
• Provide guidance and support to departments navigating access and workflow processes.
• Evaluate operational procedures and recommend enhancements that improve efficiency, customer service, consistency, and effectiveness.
• Identify recurring operational challenges and help implement sustainable solutions.

Support Leadership & Strategic Operations

• Coordinate complex calendars and scheduling activities for the Associate Dean for Technology Strategy.
• Provide administrative and operational support across Finance & Administration leadership teams.
• Coordinate meetings, events, visitors, and logistical arrangements, ensuring seamless execution from planning through follow-up.
• Support onboarding and transition activities for new leaders and staff members.
• Provide backup administrative support for senior leaders as needed.
• Maintain shared records, operational documentation, and administrative resources that support business continuity.
• Collaborate with colleagues across Trinity to provide cross-functional support for departmental priorities and initiatives.

Coordinate Agreements & Special Projects

• Maintain a centralized inventory of Trinity Memoranda of Understanding (MOUs).
• Monitor agreement renewal schedules and facilitate timely review and action by stakeholders.
• Track agreements through approval, renewal, modification, and closure processes.
• Coordinate special projects and administrative initiatives that support organizational goals.

Choose Duke.

At Duke University, you'll find more than a job. You'll discover a community driven by collaboration, innovation, learning, and purpose.

As an Administrative Coordinator, you'll have the opportunity to:

• Contribute to the operational and financial excellence of one of the nation's leading universities.
• Partner with talented professionals across Finance, Technology, Human Resources, and Academic Administration.
• Build meaningful relationships while supporting strategic initiatives that impact faculty, staff, and students.
• Develop your professional skills in financial analysis, operations management, process improvement, and executive support.
• Work in an environment that values integrity, inclusion, continuous learning, and service excellence.

At Duke, your work matters, your voice is valued, and your growth is supported.

What You’ll Bring

Minimum Qualifications

Education

• Work generally requires a bachelor’s degree.

Experience

• Three years of relevant experience coordinating administrative, financial, and operational activities, or an equivalent combination of education and experience.

Preferred Knowledge, Skills & Abilities

• Strong organizational, analytical, and financial management skills.
• Ability to analyze financial data, reconcile accounts, identify trends, and communicate findings effectively.
• Demonstrated ability to exercise sound judgment and independently resolve issues.
• Experience identifying and implementing process improvements.
• Ability to effectively manage multiple priorities, projects, and deadlines.
• Excellent communication, customer service, and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Experience supporting budget management, expense processing, financial reporting, and administrative operations.
• Proficiency with standard business, financial, and administrative systems.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $61,026.00 to USD $88,434.00. 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: https://hr.duke.edu/benefits/

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.

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: [e-mail]; phone: [phone]).