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:
Plan, coordinate, and administer activities to ensure smooth and successful delivery of faculty and departmental events and programs. Develop, coordinate, and advise on policy related to specific programs, in coordination with the Manager of Academic Services.
Work Schedule
Regular, full-time 40 hour/52 week position, plus weekend and evenings when required by the event
Work Performed
Event Planning (75%)
- Organize, coordinate, and administer planning meetings with the Manager of Academic Services and faculty to discuss programming, development, and implementation of on-campus, virtual and hybrid events. Make operational and programmatic decisions impacting the achievement of program strategies and objectives, including ensuring that proposed events have the appropriate approvals before scheduling.
- Manage all logistical and programmatic requirements for each event including selecting and arranging event venues; overseeing services such as media, meeting set-ups, and housekeeping; negotiating hotel contracts and securing hotel rooms and participant transportation (when required); selecting caterers and planning meals; corresponding directly with event participants regarding event details and special needs; and overseeing all aspects of registration, including collection of registration fees when applicable.
- Oversee the preparation of meeting materials including but not limited to inventorying, ordering and securing of instructional materials, textbooks, articles and other miscellaneous supplies, coordinating assembly of conference materials, supplies, name tags, tent cards, etc.
- Responsible for accuracy in all printed materials and correspondence. Design, edit and assist if necessary in preparation of all print materials.
- Liaison with Communications Department in publicizing events, using appropriate advertising methods, such as posters, emails, social media.
- Determine and arrange for staffing needs for each event. Assign tasks and supervise staff (academic assistants, media and communications staff, etc.) and volunteers (students and faculty spouses) to ensure the accuracy and completion of the task in a timely manner.
- Coordinate with the Law School Events Planning Office when appropriate.
- Monitor and evaluate program effectiveness using qualitative and quantitative research techniques; investigate trends, and recommend and implement modifications to improve program effectiveness.
Budgetary Responsibilities (15%)
- Develop an operating budget for each event, verifying and reconciling expenditures of budgeted funds.
- Review, approve, and process all expenses, reimbursements, payments and honoraria for the events, including securing bids, analyzing, and comparing costs for services as needed.
- Prepare justification for special funding needs
General Administration (5%)
- Develop and maintain a procedures manual and vendor list.
- Serve as the public relations representative to visitors and guests at the various programs
Other Duties as Assigned (5%) Perform other related duties incidental to the work described herein.
Education/Training
Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.
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.
An equivalent combination of relevant experience and education may be substituted for these requirements.
Knowledge, Skills and Abilities
- Ability to provide guidance and direction to caterers, contractors, and other staff, including setting standards and monitoring performance.
- Skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems.
- Skills evaluating program performance, summarizing findings, communicating results, and forming an action plan.
- Ability to manage on-campus, virtual and hybrid events.
- Advance knowledge of Microsoft Office, Zoom meetings/webinars and familiarity with graphic design programs
Physical Requirements
Successful applicant must be able to walk, carry, sit, stand, stoop, reach, hear/listen, grasp and lift 50 lbs.
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 administration or OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.
Duke 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.
Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob 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.