Administrative Coordinator

Duke PA; Durham, Northern (NC, KY); Hybrid; USD 61,000 - 88,000; Full time

Job summary

Duke University in Durham is seeking an Administrative Coordinator for the Dean of Students Office to advance student success and support the AVP and Dean of Students. This collaborative role drives operational excellence and partnerships across the Division of Student Affairs.

You will manage calendars, prepare executive briefings, and coordinate strategic initiatives while guiding staff and upholding service excellence for students and campus partners.

Qualifications

• General business background or equivalent to a bachelor's degree in a business-related field.
• 2 years of related business or administrative experience; master's may substitute for 2 years experience.
• Equivalent combination of education and/or experience may apply.

Responsibilities

• Serve as the primary administrative partner to the Vice President and Dean of Students.
• Manage complex calendars, scheduling, correspondence, and communications.
• Prepare executive briefings, reports, and meeting materials for leadership decisions.
• Coordinate meetings, events, and strategic initiatives across the Dean of Students portfolio.
• Supervise staff and provide coaching and professional development.
• Support staffing operations, payroll processes, and workforce planning.
• Monitor budgets and financial resources with leadership.

Skills

Bachelor's degree

2+ years administrative experience

Communication and coordination

Education

Bachelor's degree in business or related field

Master's degree substituted for 2 years experience

Job description

Be You.

At Duke, we believe our strength comes from the unique experiences, perspectives, and talents of our people. We are committed to creating a welcoming and inclusive environment where individuals can thrive, contribute, and make a meaningful impact.

As the Administrative Coordinator for the Dean of Students Office, you will play a critical role in advancing student success and supporting the work of the Associate Vice President and Dean of Students. You will serve as a trusted partner, strategic problem-solver, communicator, and operational leader who helps ensure the effective functioning of programs and services that support students throughout their Duke experience.

This role is ideal for a collaborative professional who enjoys working in a dynamic environment, managing competing priorities, building relationships across the University, and supporting initiatives that positively impact students and the broader Duke community.

Be Bold.

As a key member of the Dean of Students leadership support team, you will help drive operational excellence, manage strategic initiatives, and contribute to a student-centered culture across the Division of Student Affairs.

What You'll Do

Strategic Administrative Support

• Serve as the primary administrative partner to the Associate Vice President and Dean of Students.
• Manage complex calendars, priorities, scheduling, correspondence, and communications.
• Prepare executive briefings, reports, presentations, and meeting materials that support leadership decision-making.
• Serve as a central point of contact for the Dean of Students Office, helping resolve issues and appropriately escalating urgent or sensitive matters.
• Build strong partnerships with students, families, faculty, staff, alumni, and University stakeholders while providing exceptional service and support.
• Handle confidential and sensitive information with professionalism, sound judgment, and discretion.

Project and Initiative Management

• Coordinate and manage meetings, events, strategic initiatives, and special projects on behalf of the Dean of Students.
• Track project timelines, action items, deliverables, and organizational priorities while ensuring accountability and follow-through.
• Facilitate cross-functional collaboration across the Dean of Students portfolio and the Division of Student Affairs.
• Support recruitment, onboarding, training, and performance management activities in partnership with department leaders.
• Partner with communications professionals to support strategic messaging and engagement initiatives.
• Conduct research, develop written materials, and provide project support for operational and institutional priorities.

Leadership and Staff Coordination

• Supervise designated staff and provide coaching, mentoring, guidance, and professional development support.
• Foster collaboration and consistency among administrative support professionals across the Dean of Students area.
• Support staffing operations, student employment administration, payroll processes, and workforce planning.
• Monitor operational needs and recommend staffing solutions to support organizational effectiveness.

Financial and Budget Administration

• Partner with leadership to develop, monitor, and manage budgets and financial resources.
• Analyze financial data and prepare budget recommendations, forecasts, and reports to support informed decision-making.
• Monitor expenditures and ensure compliance with University policies and procedures.
• Support grant proposal development, budget administration, reporting requirements, and compliance activities.

Office Operations and Service Excellence

• Oversee day-to-day operations of the Dean of Students Office and designated departmental spaces.
• Promote a welcoming, professional, and student-centered environment.
• Develop and enhance administrative systems, processes, and workflows that improve efficiency and service delivery.
• Help establish customer service standards that support responsive and consistent experiences for students and campus partners.

Additional Responsibilities

• Contribute to special projects and initiatives that advance departmental, divisional, and University priorities.
• Support evolving organizational needs and perform related duties as assigned.

What You'll Bring

Required Qualifications

• Work requires a general business background generally equivalent to a bachelor's degree in a business related field.
• Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business related field may be substituted for 2 years experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Preferred Qualifications

We are especially interested in candidates who bring:

• Experience providing executive-level administrative support within a complex organization.
• Experience working in higher education, student affairs, or similarly mission-driven environments.
• Success managing multiple priorities, projects, and deadlines simultaneously.
• Strong supervisory and team leadership experience.
• Experience handling confidential and sensitive matters with discretion and professionalism.
• Knowledge of financial management, budgeting, and reporting processes.
• Experience improving business processes, workflows, and operational practices.
• Exceptional organizational, interpersonal, and communication skills.
• Strong critical thinking, problem-solving, and decision-making abilities.
• A commitment to collaboration, customer service, and supporting student success.

Why Duke?

At Duke, you'll join a community dedicated to excellence, innovation, learning, and service. You'll have opportunities to collaborate with talented colleagues, contribute to meaningful work, and support initiatives that help students thrive academically, personally, and professionally.

We recognize that great talent comes from many different paths. If your experience doesn't align perfectly with every qualification listed, we still encourage you to apply. You may be the candidate we're looking for.

Choose Duke.

Join a team that is passionate about supporting students, strengthening communities, and creating meaningful experiences that make a lasting difference.

Your expertise, leadership, and commitment to service can help shape the future of the Duke student experience.

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]).

Nearest Major Market:

Durham

Nearest Secondary Market:

Raleigh

Read more about Duke's commitment to affirmative action and nondiscrimination at hr.duke.edu/eeo.