The Program Operations Coordinator will report to the Senior Director for Regional Engagement and will work closely with the regional directors and Sr. Assistant VP for Regional Engagement to manage events, regional communications, volunteers organizing activities, and inquiries from alumni.
Work with the regional directors and volunteer leaders to plan, execute, and follow up with high-quality and impactful programs, events, and communications for regional alumni communities and alumni affinity/identity groups. (23 primary US markets, 18 primary international, and approximately 40 minor markets)
Work with regional directors to onboard alumni volunteer leaders, providing training in AED policies, processes, and systems required in the planning, execution, and follow-up reporting required for volunteer-managed regional engagement (events, outreach emails, social media, etc.). Develop step-by-step user guides or manuals for volunteers.
Design, build, launch, and manage several hundred events utilizing an events management platform (currently Cvent). With input from regional directors and volunteers, and in collaboration with the Special Events Team Cvent Group, develop event websites, registration process, email communications, event management tools, and reports for most domestic and international events.
Coordinate the building of Cvent event websites for select regional events with the Special Events Cvent Team and assist with event management and reporting.
Write, design, and edit email communications and marketing materials for regional events and programs. Design creative assets such as demographic maps, event-, network-, and social media-graphics. Collaborate and advise AED colleagues on branding of graphic assets.
Develop schedules for all email communications and resolve conflicts within AED.
Ensure that regional program websites in Duke Alumni Network are up-to-date. (Event listings, announcements, board list, social media links, and internal site links.
Design and manage the workflow in project management software (current Asana) to ensure deadlines are met, and all stakeholders have a clear understanding of their responsibilities.
Design and manage Qualtrics forms to collect event planning information and customer feedback (NPS, regional surveys).
Make operational and programmatic decisions for the execution of core regional events: Duke Alums Engage, Send-off Parties, Welcome Parties, Game Watches, Women’s Forum Neighborhood Conversations.
Train existing staff and onboard new staff on events management process and workflow, project management software, reports, and analytics,
Review contract terms and payment schedules for regional events and programs. Collaborate with the Staff Specialist to set up new vendors and schedule payments, certificates of insurance, and reimbursements.
Serve as a contact for AED departments and Duke Schools collaborating on regional engagement events and programs.
Provide onsite support for signature on-campus AED events (Homecoming, Reunions, Graduating Student Send-Offs, Women’s Weekend, Volunteer Leadership Conferences, etc.) and, when requested, travel to support signature events in the regions. In addition, provide occasional technical production for virtual events.
Responsible for the continuous updating and verification of constituent data.
Provide accurate and prompt responses to questions from internal and external customers.
Perform other related duties incidental to the work described herein.
Three years of experience in program administration or involving academic, instructional or counseling activities to acquire skills necessary to plan, manage and implement a variety of program activities and events.
Management Skills: Ability to provide training, guidance, and direction to leadership, peers, subordinates and volunteers, including setting standards and monitoring performance. Provide mentorship and encourage professional development opportunities. Use logic and reasoning skills to identify the strengths and weaknesses of alternative solutions to problems. Evaluate program performance, summarizing findings, communicating results, and form an action plan. Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.
Preference given to candidates with proficiency in Cvent, Adobe Photoshop, HTML and Microsoft Office Suite (Excel, PowerPoint, Word, etc.). Additional desired proficiency or demonstrate the ability to readily acquire, skills in Adobe Acrobat, Adobe Dreamweaver, Asana, Box, Canva, Concur, Cybersource, DADD, Enquire, Google Suite (Calendar, Docs, Drive, Forms, Maps, Sheets, Slides etc.), Qualtrics, SAP, Slack, Zoom.
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.
Work requires one year of experience in program administration or involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
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