Project Coordinator

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.

Be You.

At Duke, we celebrate individuality and the unique perspectives that each member of our community brings. As the Project Coordinator for Summer Session and the Pre-med Post-Baccalaureate Program in the Trinity College Undergraduate Education Office, you’ll be a vital part of a collaborative, interdisciplinary team.

You’ll work to support the Senior Associate Dean of Undergraduate Education with the execution of admissions committees, course requests, enrollment and event planning for the Duke Summer Session as well as the Pre-med Post-Baccalaureate program.

Be Bold.

The Project Coordinator is more than a technical role — it collaborates with all Trinity academic programs, the Office of the University Registrar and Trinity Communications.

What You’ll Do:

Admissions for High School Summer Session and Premed Postbac

Manage the application process for visiting and high school Summer Session students through Slate. Monitor application materials and requirements, communicate application updates and resolve issues with students.

Coordinate with Trinity Communications and the Associate Dean for Undergraduate Education on the marketing campaign for the high school student summer and premed postbac programs. Each program is anticipating 25-50 student applications per year, with growing enrollment each year.

Coordinate the application review process by faculty committee for both the summer session and premed postbac programs. This will include making the application materials available, attending all meetings, recording the admissions decisions and communicating that with relevant stakeholders.

Management of the waitlist process for applicants to each program. This will involve significant coordination between applicants, admissions committees and the Associate Dean for Undergraduate Education, ensuring both adherence to enrollment targets and relevant deadlines.

Monitor waitlist and enrollment information for trends or concerns affecting enrollment targets and deadlines and provide recommendations to the Associate Dean for Undergraduate Education regarding appropriate actions.

Program Coordination 

Course Management: Track Summer Session and Post Bac courses as they move through CourseLeaf and ensure course information is accurately reflected in program materials and systems.

• This includes more than 150 courses in summer session summer 1 and summer 2
• Departments create the courses in Courseleaf in early October and they must be fully approved and entered into the system by December.
• Between Fall and Spring semesters, there will be 50-75 courses to monitor for the premed postbac program.
• Will involve communication directly with DUS and DUSA. Will need to ensure data integrity between DukeHub and various programmatic websites to make sure that course listing details are correct across all platforms.
• Review and evaluate course data monitoring and maintenance processes to ensure consistency, accuracy, and timeliness of information across CourseLeaf, DukeHub, and program websites; identify discrepancies and coordinate necessary corrections or process improvements.

Enrollment Monitoring: Monitor course enrollment and provide regular updates to support planning, communication, and decision-making.

• Summer Session enrollment monitoring will collate data from DukeHub to track enrollment totals in all courses to look for trends. This information will be shared with departments to help them plan for future courses. It will be shared with Trinity Communications to plan marketing strategies.
• Premed Postbac course enrollment monitoring will collate data from DukeHub to monitor course capacity and other relevant details to assist with decision making about future course offerings.
• Plan, implement, and coordinate processes designed to monitor the collection, storage, validation/cleaning, analysis, and dissemination of enrollment and program data from DukeHub and other relevant sources. Prepare reports and analyses setting forth program progress, adverse trends or concerns, and appropriate recommendations and/or conclusions as requested to support program planning and decision-making.

Campus Collaboration: Communicate and coordinate with campus partners to support the development and delivery of Summer Session programs and activities.

• Programs would include;
  • Workshops for the high school summer students with the Academic Resource Center and Thompson Writing Program on expectations for college work.
  • Student panels on different aspects of college life for the high school summer students
  • Faculty panels on their expectations for the high school summer students
  • Premed postbac events would include welcome events, workshops, tours of Duke SOM facilities, a commencement ceremony at the end of their year.
  • All work would include booking rooms, ordering food, coordination with departmental DUSAs and current students.
  • Maintain ongoing liaison with faculty, staff, campus partners, and other program stakeholders to coordinate program activities, communicate relevant information,respond to inquiries, and support the timely exchange of program information and data.

Marketing and Communication Management: Collaborate with Trinity Communications and the Marketing Manager to develop and implement comprehensive communications for both programs across digital, web-based, and print platforms. Actively support student recruitment efforts through targeted marketing strategies, outreach campaigns, and a variety of communication channels.

• Will include coordination of multiple online information sessions for both programs.

Event planning

Event Coordination: Coordinate logistics for program events, including room reservations, catering, supplies, and other event needs.

• Between the High School Summer Session and Premed postbac programs at least one event per month will need to be planned which will involve significant coordination with campus partners

Information Sessions: Assist with planning and facilitating information sessions for students, families, faculty, and other Summer Session and Post-Bac audiences.

Choose Duke.

What You Bring:

Education: Bachelor’s degree or equivalent.

Experience: Work requires one year of experience in program administration or involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills: 

Attention to Detail

• Ability to execute program processes with a high level of accuracy and thoroughness.
• Ability to monitor program deadlines, eligibility criteria, and availability of supplies and resources.
• Proactively identifies discrepancies or errors and takes appropriate corrective action.

Communication

• Ability to write, speak, and present information effectively and accurately across a variety of settings.
• Ability to clearly articulate ideas and communicate concepts and suggestions to individuals and groups.

Customer Service Orientation

• Demonstrates a responsive and student-centered approach when working with students and campus partners.
• Maintains professionalism, empathy, and clarity when addressing questions, concerns, and sensitive matters.

Data and Systems Management

• Ability to use MS Excel to maintain accurate data systems and tracking tools that support program operations and reporting.
• Ability to ensure the integrity, confidentiality, and reliability of program participation data.
• Ability to effectively monitor processes, generate reports, and identify opportunities to improve operational efficiency.

Ready to Make a Difference?

Apply now and help us build a stronger, smarter, and more connected future.