Senior Program Coordinator

Senior Program Coordinator

Serve as the Senior Program Coordinator for the Department of Theater Studies, providing comprehensive administrative oversight and coordination across financial, personnel, policy, academic, development, and operational areas. This position ensures the efficient and compliant functioning of departmental operations and supports an active theater program with up to 20 productions annually. The role requires a high level of organizational, analytical, and interpersonal skill, as well as the ability to manage complex business processes and collaborate with diverse stakeholders.

Administrative and Financial Operations

Develop and manage departmental operating, production, equipment, computing, endowment, and gift budgets; authorize expenditures and ensure alignment with programmatic needs.

Analyze financial data, reconcile expenditures, prepare budget reports, and advise on trends and budget strategy.

Oversee financial transactions and service agreements with external units supporting theater operations; ensure adherence to established MOUs.

Coordinate procurement of theatrical and operational supplies; maintain compliance with university financial policies.

Recommend process improvements and identify new funding opportunities.

Utilize SAP, BPS, Concur, and other university financial systems to manage department finances; train faculty and staff on relevant tools and procedures.

Staff Supervision and Workflow Management

Oversee all departmental HR functions using platforms such as SuccessFactors, JobX, dFac, and others.

Hire, supervise, and evaluate staff; set goals, conduct performance reviews, recommend salary adjustments, and manage time-off reporting and bi-weekly payroll.

Coordinate recruitment, onboarding, and employment processing for faculty, visiting artists, and guest professionals.

Support faculty search processes, including logistics and dossier preparation.

Manage complex hiring and compensation arrangements for theatrical professionals across a variety of projects, ensuring compliance with university and union regulations.

Liaise with Visa Services, Payroll, and Accounts Payable on employment documentation for international hires and contracted personnel.

Policy Implementation and Compliance

Develop and maintain departmental manuals, procedural documents, and web content to ensure policy compliance and clear communication.

Interpret and implement university policies; advise faculty, staff, and students on departmental practices.

Communicate and enforce use policies for shared departmental resources and spaces.

Academic Program and Event Support

Serve as administrative liaison for faculty, students, and external stakeholders; manage academic-related funds and coordinate special events, conferences, and guest visits.

Represent the department in administrative meetings and academic planning efforts.

Development and Stewardship Support

Coordinate development activities and donor stewardship with university advancement staff.

Monitor and report on financial status and progress of development-funded initiatives.

Department Operations and Facilities Coordination

Oversee the maintenance, planning, and renovation of departmental spaces including theaters, classrooms, and offices.

Coordinate operational needs with university facilities, housekeeping, and technical services units.

Manage room scheduling, ensure accurate space classification in ARCHIBUS / web-central, and maintain inventory control.

Executive Support to the Department Chair

Provide confidential administrative support to the Chair; prepare reports, schedule meetings, and manage correspondence.

Represent the Chair in administrative functions and act as liaison to university leadership, donors, and other units.

Handle sensitive issues with discretion and professionalism.

Other Duties as Assigned

Perform additional administrative tasks and responsibilities as directed to support departmental and institutional priorities.

Preferred Skills

• Advanced analytical and management skills with a variety of constituencies (administration, faculty, staff, students, alumni, vendors)
• High level of organizational skills and excellent time management
• Strong oral and written skills
• Experience with Duke management systems including the Trinity Budget Web-tool, SAP, iForms, dFAC, ECRT, BPS, JobX, Success Factors, ARCHIBUS, Visa Services' On-line Request for Temporary Visa system, Concur, Kuali form creation and management, Payment Works, and electronic time reporting systems
• Initiative and independence
• Experienced problem-solver able to address complex issues
• High level of poise and professionalism
• Advanced Microsoft Office skills

Anticipated Pay Range

Duke University provides an annual base salary range for this position as USD $48,960.00 to USD $77,928.00. 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 pay check. 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 /

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 provision for requests for reasonable accommodation will be provided by each hiring department.

Minimum Qualifications

Education Work requires analytical, communication, and organizational skills generally acquired through completion of a bachelor's degree program.

Experience Work requires three years of experience in program administration or in academic, instructional, or counseling activities to acquire the skills necessary to plan, coordinate, and implement a variety of program activities and events. Or an equivalent combination of relevant education and / or experience.

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 ideasan 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.