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.
Project Coordinator
Global Business Development
Level 10
Summary
The Project Coordinator (Administrative Assistant, level 10) is a member of a team of experienced professionals who advance Fuqua’s global education and business development strategy. This position provides support to professional staff based in or traveling to the US, China, Middle East, India, Russia, Europe, Latin America and Kazakhstan, as well as Fuqua and external faculty teaching in Kazakhstan. The Project Coordinator role will include administrative, financial, travel and event planning responsibilities as well as special projects. This position interacts with staff, faculty, and a variety of Fuqua and University departments, external vendors and corporate clients; as such, the Project Coordinator will regularly be required to resolve diverse administrative issues and balance competing demands.
This position serves as a point of administrative coordination for Fuqua’s global strategy. The Project Coordinator reports jointly to the Senior Associate Dean for Executive Programs and the Assistant Dean for Business Development, Kazakhstan.
Work Performed
Global Business Development (GBD) (40%)
Serve as departmental liaison with Duke’s Office of Global Strategy and Programs, including preparing and executing all international contracts through Duke Global Inc.
Manage event planning for the week-long, semi-annual Global Team Meetings in Durham.
Maintain regional webpages and Regional Advisory Board directory.
Responsible for the tracking and financial reporting for all Fuqua departments involved in the MMS: Duke Kunshan University program.
Manage business visa process for US-based GBD staff traveling to any country requiring a visa.
Prepare monthly financial and operational reports and analyses reflecting sales efforts and metrics for each of Fuqua’s regions and GBD.
Serve as departmental liaison with Duke’s Fuqua School of Business Accounting office to ensure adherence to Duke policies and procedures and appropriate budgetary preparation and control.
Conduct secondary client/company market research and competitive data as requested.
Prepare PowerPoint slides and collateral materials for meetings and formal presentations.
Anticipate needs and proactively bring together appropriate people and other resources to provide support in addressing issues.
Manage logistics for domestic and international travel, including assistance with airline and hotel travel, scheduling of meetings and processing of expense reports for the Senior Associate Dean.
Kazakhstan (Nazarbayev University Graduate School of Business (NUGSB) Contract) (50%)
Manage the J1 visa process for NUGSB students traveling to Fuqua for residencies.
Serve as assistant to NUGSB Program Managers during Fuqua residency, supporting NUGSB students, staff and faculty.
Manage business visa process for US-based staff and faculty traveling to Kazakhstan.
Secure travel and hotel arrangements for staff and faculty traveling to Kazakhstan.
Process expenses for staff and faculty traveling to Kazakhstan.
Assist Director of Finance in preparing social tax and travel expense reports.
Prepare monthly project operating budget financial reports.
Purchase and maintain translation rights for NUGSB courses taught by Fuqua faculty.
Provide administrative support to team regarding contract invoicing, certificates of rendered services and other requests for contract related documentation.
Executive Education (10%)
Manage J1 visa process for Russian students attending weeklong course in Durham, including interaction with Russian Program Manager, Duke Visa Services and visa services company.
Support administrative needs of Executive Director.
Assist with Executive Education program promotion and preparation as needed.
Perform other related duties incidental to the work described herein.
Preferred Skills and Qualifications
Bachelor’s degree or at least 5 years of relevant experience preferred (relevant experience includes communications, office management and/or administrative support). Preference given to candidates who have worked in administration in a university setting.
Strong organizational and planning skills, with ability to effectively and efficiently manage several projects simultaneously, work under strict deadlines and manage multiple requests for support.
Strong written and oral communication skills.
Advanced skills in Microsoft Word, Excel, and PowerPoint. Familiarity with Qualtrics helpful. Must adapt well to new technologies. Experience with a travel and expense management system such as Concur is preferred.
Professionalism and ability to interact effectively with a range of constituents, including faculty, staff, external vendors, University departments and corporate contacts.
The above statements describe the general nature and level of work being performed by individual assigned to this classification. This is not an exhaustive list of all responsibilities and duties required of personnel so classified.
Minimum Qualifications
Education
Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field.
Experience
Work requires 4 years related business or administrative experience to OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.
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.
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