Strategic Programs & Convening Coordinator

Duke Clinical Research Institute; Durham (NC); On-site; USD 45,661 - 73,140; Full time

Job summary

Duke University in Durham, NC, seeks a Program Coordinator to provide operational leadership for multiple Lilly Endowment-funded programs and events, ensuring excellent participant experiences and efficient administration.

Responsibilities include coordinating programs and events, managing communications, logistics, travel, and budgets, and building relationships with vendors, grantees, and partners across Duke divisions. The role is grant-funded through December 31, 2028.

Qualifications

• Bachelor's degree with strong analytical, communication, and organizational skills.
• One year of program administration, program coordination, event management, or related experience.
• Experience with CRM systems, registration platforms, or constituent databases is preferred.

Responsibilities

• Coordinate multiple programs, events, and project timelines simultaneously with internal and external stakeholders.
• Manage event registration processes, participant communications, schedules, and event logistics for both on-site and off-site convenings.
• Coordinate travel, lodging, transportation, hospitality, and meeting arrangements for participants, presenters, and guests.
• Develop, maintain, and distribute program communications, invitations, marketing materials, and event information.
• Build and maintain productive relationships with participants, vendors, contractors, peer organizations, and Lilly Endowment grantees.
• Serve as a departmental liaison and representative of the Forum for Congregational Life at program events, university functions, and external meetings.
• Oversee contractor and vendor relationships, ensuring contractual obligations are fulfilled and payments are processed in a timely manner.
• Review banquet event orders, event schedules, and logistics plans to ensure quality, accuracy, and exceptional customer service.
• Maintain constituent databases, registration systems, event records, and program documentation, ensuring data integrity and accuracy.
• Assist leadership in establishing project timelines, monitoring progress, and supporting achievement of program goals and objectives.
• Monitor, verify, and reconcile expenditures while ensuring compliance with university policies, grant requirements, and budgetary guidelines.
• Prepare financial reports and support budget planning and tracking activities.
• Develop and review standard operating procedures and contribute to annual reporting efforts.
• Participate in program evaluations and recommend improvements to enhance program effectiveness, participant engagement, and operational efficiency.
• Serve as a collaborative resource across Duke divisions and departments in support of program objectives.

Skills

Operational Decision Making

Executing Strategic Direction

Project and Program Management

Financial and Budget Administration

Vendor and Contract Management

Compelling Communication

Cultivating Networks and Partnerships

Energizing Peers and Teams

Customer Service and Relationship Mgmt

Education

Bachelor's degree

Tools

Microsoft Office Suite

Airtable

Canva

SAP

Job description

Duke University in Durham, NC, seeks a Program Coordinator to provide operational leadership for multiple Lilly Endowment-funded programs and events, ensuring excellent participant experiences and efficient administration.

Responsibilities include coordinating programs and events, managing communications, logistics, travel, and budgets, and building relationships with vendors, grantees, and partners across Duke divisions. The role is grant-funded through December 31, 2028.