Program Coordinator, Special Events, Duke Alumni Engagement & Development (AED)

 

Program Coordinator, Special Events, Duke Alumni Engagement & Development (AED)

 

Occupational summary

Reporting to the Senior Assistant Director of Special Events, the program coordinator will 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.

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. 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.

 

Job Responsibilities

Management

Follow team standards for event processes, communications, and documentation.

 

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.

Event Management

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.

 

Ability to follow project timelines.

 

Assist with preparation of event content as needed.

 

Assist with research for venues, caterers, guest accommodations and other event vendors.

 

Facilitate contract execution, certificates of insurance, deposits, and final billing.

 

Travel to campus and off-campus venues to support event execution.

 

Provide onsite support for registration, transportation, and event production.

 

Liaise with staff partners, guests, and vendors at events.

 

Assist with the logistical details involved with more complex events such as presidential events, campaign events, signature regional events and donor recognition events under the direction of the Director and/or the Senior Assistant Director.

 

Communications
 

Connect internal and external constituents with events.

Compile details needed for online registration sites. Send digital event correspondence.

 

Design and produce menus, place cards and nametags. Assist with production of event programs and brochures.

 

Coordinate event mailings including management of data, mail merges and printing of envelopes, as well as obtaining appropriate postage.

 

Review mailing lists for accuracy. Ensure that the university database is updated by providing accurate information to the data manager.

 

Manage and track invitations and responses.

 

Assist with background research for introductory remarks and talking points for special events.

 

Schedule and support event planning meetings.

 

Assist with drafting event plans and briefings for events.

 

Budget/Contract Summary

Breakdown event budget to line-item expense projections and setup budget tracking sheet.

 

Data Management

Report, record and analyze historical data for assigned events, including attendance, post-event feedback and evaluation.

 

Behavioral competencies   

1.       Attention to Detail

2.       Planning, Prioritizing, and multitasking

3.       Collaborating with others

4.       Provides Excellent Customer Service

5.       Flexibility

6.       Initiative

7.       Self-management

 

Skills

Microsoft Office: Excel, Word, and PowerPoint.

Working knowledge of virtual event platforms such as zoom, knowledgeable about event management software.

General knowledge of Duke campus and facilities.

General knowledge of area vendors such as caterers, florists, rental companies, etc.

Ability to travel and work evenings and weekends.

Ability to lift and move boxes up to 30 lbs.

 

 

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 education and relevant experience.

 

Duke is an Affirmative Action/Equal Opportunity Em