REGIONAL PROGRAM OPERATIONS COORDINATOR, DUKE ALUMNI ENGAGEMENT & DEVELOPMENT

Job Details

Occupational Summary:

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 Performed:

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.

Preferred Experience:

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.

Technical Skills

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.

Minimum Qualifications

Education

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

Experience

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

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, 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 robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob 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.

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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