ASST MANAGER, SPECIAL EVENTS
ASST MANAGER, SPECIAL EVENTS
University Center - Events
Scope of Responsibilities
Assist the Director with management and coordination of Conference and Event Services to include centralized reservations of divisional facilities, support of student and University events, recruitment of clients, development of promotional materials and coordination of conference services and event services.
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. Work with staff to provide a customer-focused experience for constituents. Assist in the management of conference and event related activities including client billing, payment of vendor invoices, dispute resolution with clients and vendors, written pre-event confirmation of vendor services and scheduling. 35%
Schedule and coordinate University Services (meeting spaces, transportation and other support services) for conferences, workshops and events. With the consultation of the Director, negotiate contracts or agreements for non-University suppliers (such as hotels or shipping warehouses) when coordinating and scheduling of academic conferences. 20%
Work with program sponsors to 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 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%
Develop network of potential clients and colleagues within conferences and event industry to enhance the public presence of the University as a conference site. Provide event-planning workshops for student organizations. 10%
Convene ongoing meetings to ensure appropriate resources are secured for successful implementation of conferences and events. 5%
Perform related duties as assigned or required to meet University, division and departmental goals and objectives. 5%
Work requires communications, analytical and organizational skills generally acquired through completion of a Bachelor's degree program plus at least one 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.
2537 ASST MANAGER, SPECIAL EVENTS
Job Family Level
Full Time / Part Time
Regular / Temporary
Duke University is an Affirmative Action/Equal Opportunity Employercommitted to providing employment opportunity without regard to anindividual'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 mayinclude essential job functions that require specific physical and/ormental abilities. Additional information and provision for requests forreasonable accommodation will be provided by each hiring department.
Work requires communications, analytical and organizational skillsgenerally acquired through completion of a bachelor's degree program.
Work requires one year of coordination or management experience in theevent management field or a directly related field.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Auto req ID
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.