Program Director, Special Events

Occupational Summary:

 

Plan, coordinate and manage a variety of special events hosted by the President and/or other senior leadership.  These include dinners, luncheons, and receptions coinciding with major University ceremonies, celebrations, and recognitions, i.e., Commencement, Founders’ Day, building dedications, board of trustees’ contributions, faculty and senior leadership achievements, donor and alumni recognition; and student and employee accomplishments.  Manage and oversee all events pertaining to the President’s Suite for the home football season (6 -7 games).  Report to the Sr. Director of Special Events and University Ceremonies. 

 

 Work Performed:

 

Plan, coordinate and administer duties for various special events as assigned. Collaborate with appropriate department representatives, university leadership and office colleagues to determine event dates, venues and appropriate programming for the event. Research and develop guest lists.   (10%)

 

Determine invitation strategy and implementation for assigned events. Supervise related procedures to include mailing functions, data entry, and response tracking.  Work with the Administrative Assistant to train staff assistant and work study employees in proper methods and procedures to ensure correctness of work.(10%)

 

Communicate and negotiate with vendors (florists, entertainers, caterers, hotels, parking and transportation services) to arrange/contract for services and venues for events and programs.  Compose correspondence, schedule appointments, and meet with vendors related to assigned projects. (25%)

 

Compile information for and supervise the production, design and accuracy of programs, invitations, PowerPoint presentations and brochures for assigned events, including the Distinguished Professors Dinner.  Advise various offices of policy and procedures for information to be submitted for these publications.  (10%)

 

Provide confirmed guest list, event timeline/agenda, biographical information and other pertinent materials to the event host(s) prior to each assigned event. Review all materials for accuracy.  (20%)

 

Assist in the preparation of event budgets; monitor, verify and reconcile expenditures and budgeted funds as appropriate. (5%)

 

Serve as Co-Advisor to the Duke Presidential Ambassador (DPA) with the Program Director for University Ceremonies.  Co-lead training for new members, advise students on recruitment and attend bi-weekly meetings.  Secure DPAs as needed to staff events.  Provide clear instruction and training to DPAS upon their arrival.  (10%)

 

Provide administrative assistance to the director as required in support of the planning and implementation of all events and programs.  Represent Director in her absence from the office, meetings and events. Work closely with the program coordinator for university ceremonies and other department staff to support the accomplishment of program objectives. Recommend various personnel actions including, but not limited to, hiring, performance appraisal, promotions and vacation schedules. (10%)

 

Perform other duties as needed for the work described herein.

 

Skills & Qualifications

To perform this job successfully, an individual must be able to execute each essential function to a high professional standard. Ideal candidates will be organized, motivated, high-energy, hands-on self-starters who work well within a fast-paced environment.

• Exceptional planning and organizational skills. 
• Strong written and verbal communication skills.
• Demonstrate ability to work independently, take initiative and proactively manage priorities and projects with tight and changing deadlines.
• Ability to engage diplomatically with leadership, donors, colleagues and other stakeholders.
• Ability to handle multiple tasks/events simultaneously.
• Demonstrate sound judgment, professionalism and discretion in handling confidential information and sensitive matters.
• This position requires on-site presence 5 days a week, plus evenings and weekends as ne Assist the Program Director for University Ceremonies in support of the Duke student presidential ambassadors’ program. 

 

Education/Training:  Work requires communications, analytical and organizational skills generally acquired through the completion of a Bachelor’s degree program.

Experience:  Work requires ability to design, plan and coordinate special events, and strong communication skills generally acquired through four to five years of relevant experience.

Computer Skills:  MS Word and Excel proficient, MS PowerPoint, Qualtrics, knowledge of WordPress and Airtable, and experience with database systems.

 

 

Minimum Qualifications

 

 

Ed