Administrative Coordinator, Special Events and University Ceremonies

Help bring memorable university events to life by planning and coordinating special programs, ceremonies, and executive-level gatherings that showcase excellence and community.

Be You.

Plan, coordinate and manage a variety of special events hosted by the President and/or other senior leaders. These include dinners, luncheons, meetings and receptions, including those coinciding with Board of Trustees’ meetings; as well as university ceremonies, celebrations and special recognition programs (e.g., Commencement, Founders’ Day, building dedications).

Report to the Director of Special Events and University Ceremonies.

Work Arrangement – Onsite - This position requires on-site presence 5 days a week, plus evenings and weekends as needed.

DEPARTMENTAL PREFERENCES

Four (4) to five (5) years of relevant experience in planning, coordinating, and executing special events, with strong communication and organizational skills, strongly preferred.

MINIMUM QUALIFICATIONS

Education - Work requires a general business background, generally equivalent to a bachelor's degree in a business-related field.

Experience - Work requires 2 years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

A master's degree in a business-related field may be substituted for 2 years of experience.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Be Bold.

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.

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

 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. (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. 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 liaison to the Duke Presidential Ambassador (DPA) program. Coordinate training for new members and attend meetings as needed. 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. Work closely with peer administrative coordinator for special events and other department staff to support the accomplishment of program objectives. (10%)

Perform other duties as needed for the work described herein.

Choose Duke.

Are you ready to turn details into unforgettable events? We invite you to apply and make your mark.