PROGRAM COORDINATOR, SPECIAL EVENTS-DUKE ALUMNI ENGAGEMENT & DEVELOPMENT

Company: Duke University
Location: Durham
Posted on: January 15, 2022

Job Description:

Occupational SummaryPlan, coordinate, execute, and oversee events and special programs to cultivate and steward alumni, parents, students and friends of the University. Design and direct communication to all invited participants. Manage payment, financial transactions, and other logistics in support of these events. Annually, this group assists with more than 200 events per year. A single event mailing list may be as large as 143,000 if all alumni are included in that designated event. These events may be either physical or virtual events. The Program Coordinator must have the ability to organize, manage, and complete multiple complex projects and tasks simultaneously with thoroughness, accuracy, and timeliness, initiative, sound judgment, and to work with minimal supervision on these projects are expected. The Program Coordinator may exercise supervision over temporary or student staff in support of these efforts and/or in support of special events for Duke University. Work Performed Plan, coordinate and administer special events aimed at donor cultivation, alumni relations, and recognition such as, but not limited to dinners, luncheons, receptions, and conferences for donors to the university. Make operational and programmatic decisions about these events that have an impact on the successful achievement of overall program strategies and objectives; develop, coordinate and advise staff participating in the event regarding programmatic policy. Specific duties to plan events include:

• Create events and event email communications within CVent system to promote, manage, and track events held around the country in support of maintaining strong relationship with Duke alumni and friends.
• Serve as primary resource at Duke for details about events. Receive basic information about event, design and build event websites to manage speakers, program, and registration. Coordinate collection of content and determine processes required to build online registration sites ensuring effectiveness and relevancy for respective Cvent user groups.
  • Compose content for website and email communication to promote event. Administer tests of event sites as necessary and launch events.
  • Design and/or format nametags and other various printed or emailed materials for the events.
  • Plan and schedule release of event invitations and all follow-up communication.
  • Develop and manage planning timelines for assigned events that facilitate efficient and timely collaboration with other alumni engagement and development staff.
  • Establish goals, milestones and deadlines for each project.
  • Assist with the logistical details involved with more complex events such as campaign events
  • Advise supervisor as to the current activities and additional or expanded program requirements; make recommendations for solutions to problems identified to maximize effectiveness of overall department objectives.Manage Event Communication with both Internal and External ConstituentsConnect internal and external constituents with events. Specific duties include:
    • Maintain liaison with other programs, offices and departments at Duke to coordinate program business and to accomplish program objectives.
    • Identify and interface with external organizations, as needed to facilitate logistics for event.
    • Coordinate with all partners on drafting, editing, design, proofing and final approval for each project.
    • Serve as representative of Duke and/or department to facilitate communication about event. Data Management - Manage Event Response and Participation Documentation
      • Manage and track invitations and responses.
      • Report, record and analyze historical data for assigned events, including attendance
      • Ensure that the university database is updated by providing accurate information to the data manager. Assist in management of university-wide contact address book feature of event management system.
      • Manage lists with focus on accuracy and attention to detail.
      • Monitor and evaluate program effectiveness using qualitative and quantitative research techniques; investigate trends, and recommend and implement modifications to improve program effectiveness.
      • Prepare reports and analyses setting forth progress.
      • Participate in short and long range planning for programs.Manage Financial Documentation for Designated Events Manage financial components of event registrations including payment and refund processing via DukePay, Point-of-sale processing, and maintaining PCI (payment card industry) compliance. Make decisions about appropriateness of refunds. Comply with University policies regarding these financial transactions. Support events on site as needed Assist with registration, staff events, provide general assistance. Ability to travel and work evenings and weekend. Perform other related duties incidental to the work described herein. Behavioral Competencies
      • Decisiveness and Judgement
      • Attention to Detail
      • Planning, Prioritizing and multitasking
      • Collaborating with others
      • Provides Excellent Customer Service
      • Flexibility
      • Initiative
      • Self-management Computer skills: Microsoft Office: Excel, Word, and Outlook. Cvent certification preferred, prior experience with event platform software (Cvent). Desired skills:Candidate must have a keen attention to detail. Candidate must be able to express ideas clearly, concisely, logically and in accurate grammatical written and verbal form. A high level of professionalism and accuracy is a must, as well as the ability to multi-task. Experience with graphic design and special events is a definite plus. Minimum Qualifications EducationWork 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 ideasan 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.

Keywords: Duke University, Durham , PROGRAM COORDINATOR, SPECIAL EVENTS-DUKE ALUMNI ENGAGEMENT & DEVELOPMENT, Other , Durham, North Carolina