Address
SalaryDuke 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.
Scope of Responsibilities
Assist the Associate Director with management and coordination of Conference and Event Services to include centralized reservations of divisional facilities, support of student and University events including summer residential programs and coordination of conference services and event services.
Duties % of Effort
Participate in the management of facility reservation system and requests for meeting spaces; coordinate scheduling, planning, and implementation of conferences and events. The position is charged with day to day management operations for summer camps and conferences. Serve as point of to contact for intern housing program. Assist in the management of conferences and event related activities including client billing, payment of vendor invoices, and dispute resolution with clients and vendors, written pre-event confirmation of vendor services and scheduling.
30%
Manage the recruitment and interview process for summer conference staff. Ensure timely completion of payroll documentation and backgrounds for these hires. Create training programming with the Associate Director. Serve as a supervisor to this summer staff leading them in day to day operations in support of the May to August summer program
20%
Schedule and coordinate University Services (meeting spaces, transportation and other support services) for conferences and events. With the consultation of the Associate Director, negotiate contracts or agreements for non-University suppliers when coordinating and scheduling of events and conferences.
15%
Organize conference and participant registration, including configuration of software, processing registration orders and on-site management of conferences during both summer and academic year.
15%
Work with Associate Director to create policies and procedures regarding departmental operations to facilitate effective resource utilization, standardized policies, and consistent information.
10%
Perform related duties as assigned or required to meet University, division and departmental goals and objectives.
10%
General Qualifications
Work requires communications, analytical and organizational skills generally acquired through completion of a Bachelor’s degree program plus a year of experience in higher education, marketing, public relations, SPECIAL EVENTS planning, sales and promotions, student activities or a related field in order to acquire skills necessary to coordinate conference and event services for a university.
Summary of Specific Skills and Competencies
- Ability to establish and maintain effective work relationships with students, faculty, staff, and the public;
- Ability to provide administrative guidance within area of responsibility, providing direct training and supervision as needed;
- Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities;
- Ability to effectively learn, utilize and train others on relational database system used in Conference and Event Services;
- Valid NC driver’s license required.
Minimum Qualifications
Education
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 the arts, SPECIAL EVENTS, conference planning, student activities or a related field.
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.
