Program Coordinator, Special Events

Occupational Summary

The Program Coordinator, Special Events is responsible for planning, coordinating, and overseeing weddings and other events at Duke Gardens, including departmental rentals, donor functions, and high-profile gatherings. This role also manages financial transactions, photography permits, and event logistics to ensure a seamless and professional experience for clients and guests.

The successful candidate will be highly organized, detail-oriented, and capable of managing multiple projects simultaneously with accuracy, initiative, sound judgment, and minimal supervision. The coordinator may supervise part-time event staff and manage their schedules to ensure adequate support for events.

Key Responsibilities

Event Coordination & Client Relations

• Serve as the primary point of contact for weddings, guiding clients through policies, logistics, and planning from inquiry through execution. 30%
• Coordinate departmental rentals, donor events, and other special programs, ensuring alignment with Duke Gardens’ standards and mission. 15%
• Plan and execute receptions, dinners, luncheons, and milestone events to support donor cultivation and community engagement. 15%
• Communicate effectively with clients via email, phone, and in-person meetings. 10%

Operational Management

• Oversee event logistics, including vendor coordination, setup and breakdown, and site management. 5%
• Maintain accurate tracking of event activities, revenue, and reporting. 5%
• Supervise, schedule, and train part-time event staff to provide consistent support for events. 5%
• Collaborate with the Director of Special Events to improve processes and enhance client experiences. 5%

Administrative Responsibilities

• Manage payments, photography permits, and other event-related financial transactions. 5%
• Prepare revenue and event reports as needed. 5%

Required Skills & Competencies

• Excellent organizational, planning, and multitasking abilities.
• Strong written and verbal communication skills.
• Professionalism, initiative, and sound judgment.
• Attention to detail and commitment to delivering exceptional customer service.
• Ability to work independently and collaboratively in a fast-paced environment.
• Flexibility to work weekends and occasional evenings as required.

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Familiarity with and Airtable or financial tracking software preferred.

Education & Experience

• Bachelor’s degree in hospitality, communications, event management, or related field, or equivalent combination of education and experience.
• Minimum of one year of experience in event planning, with a strong preference for wedding coordination or similar client-focused event experience. Background in hospitality, customer service, or donor engagement is also valued.

 

 

Minimum Qualifications

 

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 onthe 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.

 

 

Anticipated Pay Range:

 

Duke University provides an annual base salary range for this position as USD $44,766.00 to USD $71,706.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

 

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and