Program Coordinator - Arts & Humanities Initiative

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.

The Office of University Scholars and Fellows (OUSF) is seeking a highly organized and collaborative Program Coordinator to support mosaic, Duke University's arts and humanities fellowship program and campuswide initiative. In this role, you will serve as the operational anchor for mosaic, helping to coordinate fellowship programs, student engagement activities, campus partnerships, communications, events, and day-to-day program operations. You will report to the Executive Director of OUSF and work with the mosaic Faculty Director to ensure programs are delivered effectively, efficiently, and in alignment with the initiative's strategic goals.

You will play a key role in supporting undergraduate Fellows and Mellon Mays Undergraduate Fellowship (MMUF) participants through recruitment, onboarding, programming, communications, and ongoing engagement. Success in this role requires the ability to manage multiple priorities simultaneously, coordinate complex projects across stakeholders, and maintain strong operational systems in a dynamic academic environment.

Minimum Requirements

• Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.
• Work requires one year of experience in program coordination, project coordination, or administrative support in a higher education or mission-driven environment. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
• Demonstrated ability to manage multiple projects, competing priorities, and deadlines simultaneously.
• Strong organizational, written communication, verbal communication, and interpersonal skills.
• Experience working with students, faculty, staff, and campus partners.
• High attention to detail with the ability to manage complex and interconnected workflows.
• Ability to work independently while collaborating effectively with leadership and stakeholders.

Preferred Qualifications

• Master's degree in an arts and humanities field or related discipline.
• Familiarity with arts and humanities scholarship, programming, or academic initiatives.
• Experience coordinating events, conferences, committees, or cross-functional partnerships.
• Experience documenting workflows, preparing reports, maintaining operational systems, and supporting compliance requirements.

Other Requirements

• Ability to support occasional evening and weekend programming or events.
• Ability to travel and serve as a chaperone for fellowship-related conferences and events as needed.
• This position is a full-time, three-year term-limited position contingent upon the availability of designated funding.
• Hybrid work arrangements may be considered in accordance with Duke University policy.

Be Bold.

Position Description:

Fellowship Program Coordination (15%)

• Provide operational leadership and management of the mosaic Fellows Program, ensuring effective implementation and continuous improvement across the full program lifecycle, including recruitment, selection, onboarding, participation, and offboarding
• Serve as the primary program lead and point of contact for mosaic Fellows, exercising independent judgment in resolving issues, setting expectations, and ensuring a high-quality participant experience in coordination with Faculty Director
• Develop and manage communication strategies, program calendars, and key deadlines to ensure clarity, accountability, and consistent engagement across the cohort
• Design and implement cohort-based programming (e.g., seminars, workshops, and community-building initiatives) aligned with program goals and participant development needs in coordination with Faculty Director
• Collaborate with campus partners (e.g., Duke University Press, Duke in New York, OUSF) to align program delivery with institutional priorities and enhance opportunities for Fellow participation

mosaic Initiative & Programming Support (35%)

• Provide operational leadership and coordination of mosaic initiative programming, managing timelines and priorities across multiple workstreams to ensure alignment with strategic goals
• Lead the planning and implementation of collaborative programming and events, exercising independent judgment in shaping formats, partnerships, and delivery to meet initiative objectives
• Serve as a primary liaison to academic departments, centers, and campus partners, proactively cultivating relationships and aligning contributions to advance mosaic priorities in coordination with Faculty Director
• Curate and manage a portfolio of mosaic-aligned opportunities, resources, website, social media, and engagement pathways for students, ensuring accessibility, relevance, and alignment with program goals
• Evaluate programming effectiveness and participant engagement, using feedback and data to inform improvements and enhance overall impact

Mellon Mays Undergraduate Fellowship (MMUF) Program Coordination (30%)

• Serve as Duke University's MMUF Coordinator and liaison to the Mellon Foundation.
• Recruit students and promote fellowship opportunities through workshops, outreach efforts, and information sessions.
• Coordinate application review and selection processes in partnership with the MMUF Faculty Director.
• Manage program finances, reconciliation activities, annual reports, and compliance requirements as directed by the Mellon Foundation and Duke University
• Support student participation in conferences and serve as a chaperone during fellowship-related travel.
• Coordinate regional and campus-hosted conferences, overseeing event planning, communications, logistics, volunteers, budgeting, and operations.
• Develop and maintain fellowship materials, participant agreements, award communications, and stipends.

Administrative & Operational Coordination (20%)

• Oversee day-to-day operational infrastructure for the mosaic initiative, including management and optimization of shared systems (e.g., inboxes, calendars, and centralized file storage) to ensure efficiency and accessibility
• Lead preparation and facilitation of decision-focused working meetings, including setting agendas, aligning stakeholders, and ensuring meetings drive clear outcomes
• Own documentation and knowledge management processes by capturing, synthesizing, and disseminating meeting decisions, priorities, and next steps to ensure accountability and continuity
• Monitor and manage project timelines, risks, and interdependencies across initiative workstreams, exercising independent judgment in prioritization and escalation to maintain progress

The above statements describe the general nature and level of work being performed by individuals assigned to this position. This is not intended to be an exhaustive list of all duties, responsibilities, and qualifications required.

Choose Duke.

Join Duke University's Office of University Scholars and Fellows and help shape a transformative interdisciplinary initiative that connects students, faculty, and campus partners through the arts and humanities. As the operational lead supporting mosaic and the Mellon Mays Undergraduate Fellowship, you will contribute directly to programs that foster student success, academic engagement, scholarly exploration, and community building.

This position is fully funded for an initial three-year term and provides the opportunity to work with faculty leaders, students, and partners across the university while helping build and sustain innovative programming that advances Duke's commitment to excellence in education, scholarship, and engagement.