Administrative Coordinator

About 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.

About the Nicholas Institute for Energy, Environment & Sustainability

The Nicholas Institute for Energy, Environment & Sustainability at Duke University accelerates solutions to critical energy and environmental challenges, advancing a more just, resilient and sustainable world. The Nicholas Institute conducts and supports actionable research and undertakes sustained engagement with policymakers, businesses, and communities—in addition to delivering transformative educational experiences to empower future leaders.

Diversity, equity, and inclusion are core values of the Nicholas Institute. We believe that the educational environment is enhanced when diverse groups of people with diverse ideas come together to learn. Qualified individuals with underrepresented identities or underrepresented backgrounds-including those who had non-traditional career paths, taken time off for personal reasons, or achieved excellence in careers outside academia are encouraged to apply. Applicants with a demonstrated commitment to issues of diversity in higher education are particularly encouraged to apply.

This position will be required to be in-person onsite within the office.

Occupational Summary

Perform comprehensive administrative duties on behalf of the Nicholas Institute for Energy, Environment & Sustainability. Managing the administrative team that spans the Institute consisting of one Sr. Program Coordinator and two Staff Assistants. Assisting the Institute with financial, operating procedures and program management.

Office Management and Supervision: (50%)

Plan, coordinate and administer assigned Nicholas Institute admin duties to include developing and implementing procedures, processes, services, and systems to ensure assignments are on track. Make operational decisions necessary for successful achievement of administrative team strategies and objectives.

  • Supervise and coordinate the work of designated employees reviewing completed work for adherence to instructions or correctness.
  • Recruit, hire and coordinate activities of student worker(s) to assist in day-to-day events and other administrative support tasks.
  • Manage and coordinate Institutes personnel activities to meet University and Institute objectives.
  • Serve as point person for the Interim Director, Operations Director and other Senior Faculty and Staff across NIEES Institute.
  • Initiate, establish and maintain internal and/or external key stakeholder(s) relationships to Institute, program initiatives and projects.

Financial Support (50%):

Provide financial and administrative support overseeing different areas of expenditure and coordinating financial management for reporting determinations. This may involve assisting with tracking initiative expenses, development and maintenance of program budgets, and grant proposals. Also working closely with the PAS (external financial team) to achieve the following:

  • Process Concur and buy@duke financial forms (AP check requests, travel expense vouchers, miscellaneous reimbursements, and procurement card clearing) for NIEES team members.
  • Monitor all expenses to include the timely submission of procurement card receipts making sure all transaction met policy and guidelines.
  • Advise groups on future budget proposals, analyze spending to determine changes for the next year based on adverse trends and make appropriate recommendations or conclusions.
  • Review and make recommendations for Institute expenses with the Operations Director and PAS Finance Manager for the annual budget process.
  • Ensure compliance with Duke’s cost-saving rules and regulations with consideration of money saving opportunities.
  • Serve as Institute contact with administrative personnel concerning University policies and procedures, grant administration and budgetary preparation and control.
  • Collaborate with the Development team and the financial project planner on financial reporting for program area directors, including core funding and gift and grant funding and reporting/management

Perform other related duties incidental to the work described herein.

Education/Training

Work requires a general business background generally equivalent to a bachelor's degree in a business related field.

Preferred Experience

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.

Skills

  • Excellent organizational skills and impeccable attention to detail.
  • Knowledge of Duke accounting systems with a focus on Concur and managing expense reporting.
  • Must be self-direct and able to take initiative.
  • Anticipate needs and proactively bring together appropriate people and resources to support the institute program activities.
  • Demonstrate proficiency in the use of a range of technological tools to perform various tasks. Examples include MS Word, Excel, and PowerPoint, Zoom, Qualtrics, Outlook, and Box.
  • Interact in a professional and efficient manner with all levels of leadership and staff in the division, institution, and external colleagues.
  • Demonstrate excellent communication skills, especially when working with leadership to prioritize administrative activities. This includes verbal skills and writing ability.

Minimum Qualifications

Education

Work requires a general business background generally equivalent to a bachelor's degree in a business related field.

Experience

Work requires 2 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. A master's degree in a business related field may be substituted for 2 years experience.

To Apply

Apply via https://home.careers.duke.edu / requisition #241360.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Duke University 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.

View all open positions at the Nicholas Institute