Assistant Director, Global Travel

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.

Occupational Summary

The Assistant Director of the Global Travel Office (GTO) supports Duke's mission of education, research, and engagement on a global scale by advising and assisting students, faculty, and staff with outbound visa applications, travel documentation, international travel compliance, and Duke's Travel Policy. This position also manages digital systems used to register and track outbound travel, maintain visa records, and coordinate documentation workflows, ensuring data accuracy, privacy, and policy compliance. The Assistant Director reports to the Associate Vice Provost for Experiential and Global Education.

Work Performed

Visa and Documentation Services

• Oversee the intake, review, and processing of outbound visa requests and travel documentation for Duke-sponsored travel.
• Advise Duke travelers-including faculty, staff, and students-on outbound visa pathways and consular requirements for a wide range of destinations.
• Coordinate with internal Duke offices to obtain university-issued supporting documents such as invitation letters, proof of enrollment/employment, or financial support letters.
• Manage Duke's outbound visa and passport documentation tracking systems; ensure data accuracy, confidentiality, and policy compliance.
• Monitor and reconcile expenditures related to visa application fees and external vendor services.
• Stay informed of evolving immigration policies, international travel regulations, and consular procedures; proactively communicate changes to stakeholders.

• Policy Development and Compliance

• Contribute to the development, implementation, and refinement of Duke's international travel documentation policies and procedures.
• Evaluate the effectiveness of current practices through peer benchmarking, stakeholder feedback, and internal data analysis; recommend policy adjustments to improve efficiency, traveler experience, and regulatory compliance.
• Provide advisory support to departments and units across campus regarding outbound travel documentation requirements and best practices for global mobility planning.

• Strategic Collaboration and Administrative Oversight

• Collaborate with university offices such as Federal Relations, Export Controls, Global Admin & Support, Human Resources, Accounts Payable, Procurement, Corporate Risk Management, Office of Global Health and Safety, and Duke Visa Services to align documentation workflows and compliance infrastructure.
• Maintain relationships with external partners, including consulates, the U.S. Department of State, visa service vendors, and global documentation providers.
• Stay current on international travel trends, legal considerations, and global mobility standards relevant to Duke's outbound travelers.

• Travel Registry Collaboration and Oversight

• In partnership with Corporate Risk Management and the Office of Global Health and Safety, manage travel registry software, including data input, output, and maintenance.
• Follow up with travelers regarding unclear entries and resolve issues encountered when using the travel registry system or related resources.
• Train program and school administrators on travel registry compliance and functionality, including batch processing.

Required Qualifications

Education

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

Experience

A minimum of four (4) years of experience in international travel advising, program administration, or immigration-related services. Experience in higher education or within a decentralized institutional environment is preferred. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OREXPERIENCE.

Skills and Knowledge

• High attention to detail.
• Strong knowledge of visa processes, international documentation requirements, and global program coordination.
• Proven ability to handle sensitive and confidential records while ensuring strict compliance with privacy regulations and organizational standards.
• Strong customer service orientation and ability to advise a diverse university and health system population.
• Effective communication, problem-solving, and project management skills.
• Ability to coordinate and implement cross-functional processes across departments.
• Proficiency in using digital systems to track, organize, and maintain documentation.
• Experience in designing and managing online workflows using collaborative platforms.
• Proficiency in Microsoft Office Suite, especially Excel, with the ability to analyze data and generate reports related to travel and documentation trends.

Working Conditions

This position is based on Duke's Durham campus with a standard weekday schedule; occasional evening or weekend work may be required.

As part of our commitment to diversity and inclusion, Duke's Office of Undergraduate Education (OUE) 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. You can read more about OUE's commitment to diversity, inclusion, and anti-racism at: https://undergrad.duke.edu/about/oues-commitment-diversity-inclusion-and-anti-racism/.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $61,535.00 to USD $95,880.00. 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 paycheck. 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/

Job Code: 00001435 PROGRAM DIR
Job Level: 13

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 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 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.