Staff Assistant - Events Coordinator

Duke University:

 

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

 

Occupational Summary

Perform responsible administrative and secretarial duties of a complex and confidential nature in support of major departmental activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency and organizational activities in the Department of Music.

 

This is a full-time (40 hours week) bi-weekly 12 month position.

 

Financial Support Responsibilities – 50%

• Process corporate and credit card charges and reimbursements through Employee Travel and Reimbursement.
• Communicate with Department corporate card holders regarding receipts. Provide assistance when necessary to card holders regarding Concur or other related financial programs.
• Prepare accounts payable check requests for Department guest musicians, lecturers, and other outside vendors.
• Prepare purchase orders for Department outside vendors.
• Contact Department guest musicians, lecturers, and vendors to collect relevant information (such as W9, ICC, and honoraria forms) for check requests and purchase orders.
• Track payments to outside guests and vendors and continuously update outstanding check requests, purchase orders, and other payments on shared spreadsheet.
• Provide administrative support to the Departmental Business Manager for various financial and organizational tasks, including monthly reconciliation research and reporting.

 

Staff Assistant to Department – 10%

• Communicate information about the department to the general public, prospective students, parents and other constituents.
• Sign out instrument lockers to students throughout the year. Maintain locker spreadsheet. Change locker combinations once a year.
• Organize and maintain department equipment for use by faculty, staff and students.
• Sort and distribute incoming department mail.
• Order office supplies and maintain inventory.
• Issue room keys for short-term use in building.
• Provide secretarial/administrative assistance for classes and faculty members as needed.
• Serve as receptionist for department, answering phone calls and in-person inquiries
• Assist with travel and lodging accommodations for department guests when requested.
• Other duties and projects as necessary.

 

Events Coordinator – 40%

• Oversee and coordinate the logistics of all Duke Music Department events, including masterclasses, lectures, performances, and artist residencies.

• Collaborate with faculty and staff to compile a comprehensive list of events and their details each semester.
• Develop and implement streamlined processes for information gathering.
• Act as the primary point of contact for faculty regarding event planning.
• Coordinate with the Concert Manager to manage Baldwin/Nelson logistics and bookings.
• Liaise with department staff to coordinate Biddle Music Building program events and logistics.
• Coordinate and serve as the main point of contact for Trinity Communications, including providing content for newsletters, proofreading communications, and coordinating publicity on platforms such as Facebook and Instagram.
• Support and help coordinate event prom