ASSIST DIR, CONFERENCE & EVENT SVCS
ASSIST DIR, CONFERENCE & EVENT SVCS
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, building and maintaining registration websites, recruitment of clients, development of promotional materials and coordination of conference services and event services, including invoicing for both summer programs and registration services.
Duties: % of Effort
Schedule and coordinate University Services (meals, housing, meeting spaces, transportation and other support services) for conferences, workshops and summer camps. 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. Work with staff to provide a customer-focused experience for constituents. Manage the operation for 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. 35%
Supervise student employees and peer program advisors. Coordinate and lead training for new student staff. 20%
Generate information for UCAE Finance Office to distribute revenue to campus partners according the established operating procedures. Workwith UCAE Finance to create comprehensive and accurate information to generate invoices for clients. Analyze trends to be able to create revenue projections for campus partners. 15%
Utilizing event registration software build according to client specifications websites collecting payment and registration information as requested. Ensure payments are correctly deposited to appropriate accounts. Handle incoming phone inquiries from potential registrants. Oversee weekly distribution of registration update reports to clients. Following the program date distribute revenue back to program sponsors. 15%
Work with Director to create policies and procedures regarding departmental operations to facilitate effective resource utilization, standardized policies, and consistent information. 10%
Develop network of potential clients and colleagues within conference and event industry to enhance the public presence of the University as a conference site. 5%
General Qualifications: Work requires communications; analytical and organizational skills generally acquired through completion of a Bachelor's degree program plus at least three years of experience or combination of a higher education degree beyond a Bachelors 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 provideadministrative 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.
1744 ASSIST DIR, CONFERENCE & EVENT SVCS
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, gender, gender expression, genderidentity, 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 robustexchange of ideas—an exchange that is best when the rich diversity ofour perspectives, backgrounds, and experiences flourishes. To achievethis exchange, it is essential that all members of the community feelsecure and welcome, that the contributions of all individuals arerespected, and that all voices are heard. All members of our communityhave a responsibility to uphold these values.
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.
At least four years of experience in special events logistics andexecution or a related field in order to acquire skills necessary toplan, coordinate and execute conference and event services for auniversity.
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.