ASSIST DIR, CONFERENCE & EVENT SVCS

Location
Durham, NC
Posted
Jun 07, 2017
Institution Type
Four-Year Institution

diversity employer



ASSIST DIR, CONFERENCE & EVENT SVCS
University Center - Events

Scope of Responsibilities:

Assist the Director with management and coordination of Conference and Event Services. Provide support of assigned facilities in the University Campus Center; act as liaison with Facilities Management on maintenance and facility projects. Provide management and supervision of University events and ceremonies, supervise event support staff, coordinate and supervise contractors engaged in support of university events and ceremonies.

Duties: % of Effort

Participate in the management of facility reservation system and requests for Divisional meeting space; coordinate scheduling, planning, and implementation of conferences and events within designated spaces. Oversee the University Campus Center master schedule for events, workshops and conferences. Work with staff to provide a customer-focused experience for constituents. Assist in the management of conference and event related logistics and room design serving as a point of contact as the event plan is being executed reviewing with the contact the written pre-event confirmation of vendor services and scheduling. 30%

Regularly meet with Assistant Managers as events and conferences are contracted. Supervise bi-weekly event supervisors and establish work plans and schedules for staff to ensure efficient use of time for deliveries, set ups and breakdowns. Plan work schedules in order to minimize required overtime to complete work as required. Coordinate contract deliveries for events to Campus Center Spaces making full use of the loading dock area and being aware of existing scheduled deliveries. Ensure these contract deliveries can access staging areas throughout the event. 20%

Create and maintain working relationships with both University service providers and contracted vendors from whom services are required to successfully complete events. Work with both University and City officials to maintain established safety requirements and protocols. Review safety plan for events to ensure compliance with state, local and university policies. Educate event planners on applicable polices to host a successful event. 20%

Serve as Campus Center Facility Contact for spaces managed by UCAE. Interacts with Facilities Management Department and key stakeholders in the center to finalize project schedules and scope of work. Work to ensure card controlled access is managed and operating correctly on both a daily basis and for events. Work in the OIT DukeCard Transact system to schedule as needed. 15%

Work with Director to create policies and procedures regarding departmental operations to facilitate effective resource utilization, standardized policies, and consistent information. Convene group of Divisional and campus schedulers to maintain communication regarding reservation systems and related strategies and/or issues. 10%

Participate and assist with recruitment, selection, training and supervision of permanent part-time and student staff positions. Mentor and supervise student staff working with Conference and Event Services. Develop this to be a high functioning team able to quickly resolve issues as issues arise. 5%

General Qualifications:
Work requires communications; analytical and organizational skills generally acquired through completion of a Bachelor's degree program plus at least four years of experience in special events logistics and execution or a related field in order to acquire skills necessary to plan, coordinate and execute 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;
  • Valid NC driver's license required


Requisition Number
401274210

Location
Durham

Duke Entity
UNIVERSITY

Job Code
1744 ASSIST DIR, CONFERENCE & EVENT SVCS

Job Family Level
11

Exempt/Non-Exempt
Exempt

Full Time / Part Time
FULL TIME

Regular / Temporary
Regular

Shift
First/Day

Minimum Qualifications
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status. 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.

Education

Work requires communications; analytical and organizational skills generally acquired through completion of a Bachelor's degree program.

Experience

At least four years of experience in special events logistics and execution or a related field in order to acquire skills necessary to plan, coordinate and execute conference and event services for a university.

Auto req ID

90650BR

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status.

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.

PI98099178