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ASSIST MGR, CONFERENCE & EVENT SERVICES

Employer
Duke University
Location
Durham, NC

View more

Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details


diversity employer



ASSIST MGR, CONFERENCE & EVENT SERVICES
CES

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.

Duties % of Effort

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 as needed from potential registrants. Distribute weekly registration update reports to clients as needed. Following the program date distribute revenue back to program sponsors. 35

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, and dispute resolution with clients and vendors, written client contracts and pre-event confirmation of vendor services and scheduling. 20

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. 15

Supervise student employees and peer program advisors. Coordinate and lead training for new student staff. 10

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 conference and event industry to enhance the public presence of the University as a conference site. 5

Assist with recruitment, selection, training and supervision of permanent, part-time and student staff positions. Mentor and supervise student staff engaged in the Conference and Event Services office. 5

General Qualifications
Work requires communications, analytical and organizational skills generally acquired through completion of a Bachelor's degree program plus 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;
• Expectation to maintain valid NC driver's license in order to drive university vehicles.

Requisition Number
401547044

Location
Durham

Duke Entity
UNIVERSITY

Job Code
2537 ASSIST MGR, EVENT MGMT

Job Family Level
10

Full Time / Part Time
FULL TIME

Regular / Temporary
Regular

Shift
First/Day

Minimum Qualifications
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.

Education

Work requires communications, analytical and organizational skillsgenerally 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.

Auto req ID

109053BR

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.

PI107166728

Organization

Read our Diversity Profile History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.Duke Meeting

 “By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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