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OPERATIONS COORDINATOR-Global Health Institute

Work Arrangement: 
Requisition Number:  206369
Regular or Temporary:  Regular
Location: 

Durham, NC, US, 27710

Personnel Area:  MEDICAL CENTER
Date:  Aug 27, 2022
School of Medicine Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Meetings and Events Coordinator

This position plans key meetings, events and projects for multiple constituents and stakeholders across the Duke Global Health Institute. Reporting to the director of administration, finance and operations, the role supports several teams across the institute in planning and carrying out institute-wide events, including scholarly talks, research seminars, faculty and staff meetings, social events and board functions. In addition, the individual will plan special projects and functions that support the institute’s goals to be an inclusive, welcoming community and enriching place to work and learn. This role calls for someone who is highly organized, able to manage multiple projects and details, has a commitment to customer service, and can bring creative ideas for ways to engage the institute’s many stakeholders.

 

Work Performed

 

Meeting and event planning (75%)

 

Lead the design and execution of institute-level meetings and events, including faculty meetings, town halls, community social and networking events, and visits by external partners and scholars. .

 

Work with the DGHI communications team to plan and execute public-facing events, including speaker series, research symposia and the Victor J. Dzau Distinguished Lecture in Global Health.

 

Support the development director in the planning and execution of advisory board meetings and development-related events and travel.

 

Engage outside contractors for event support services including room and equipment rentals, catering, and A/V and IT support.

Communicate with speakers, hosts, internal team members and others to ensure seamless event production and flow.

Develop and manage event budgets, including tracking and processing expenses.

Aid with marketing and promotion of events by assisting with invitations, registration and publicity.

Conceive, propose and plan events and programs that advance the institute’s missions and help stakeholders connect and learn.

 

Administrative Support for Leadership (25%)

 

Advise and assist DGHI leadership on projects relating to operations and logistics, including enhancements to DGHI public spaces and office environment.  

Support the director and the senior management and faculty in enhancing diversity, equity and inclusion for DGHI faculty and staff.

Assist with hosting visitors and scholars in residence from around the world. Research opportunities for visitors to connect with students, faculty and staff and plan itineraries around such engagements.

Assist with coordination and management of administrative support team for leadership

Provide backup support for the Executive Assistant to the Director. Duties may include preparation of meeting materials, travel arrangements, reimbursement reporting, and calendar support for senior leadership.

Manage complex schedules and travel involving extensive international travel

 

 

Requirements

  • Flexible work schedule required as events may occur off-site and after hours
  • On-site work required.

 

Qualifications

Demonstrated track record of planning and carrying out complex public events and meetings that involve coordination of multiple speakers, outside services and vendors

Knowledge of event planning, logistics and marketing essential

Strong administrative, organizational and project management skills, particularly the ability to organize schedules and workflows, track and report progress and keep multiple projects on budget and deadline

Strong interpersonal skills with a focus on conveying information clearly and effectively in one-on-one and group settings

Creative problem solving, with a proven ability to act calmly under pressure and think on one’s feet

Cross cultural sensitivity

 

Minimum Qualifications

 

Education

Work requires analytical, communications and organizational skills generally acquired through completion of an Associate's degree program.

Experience

 

Work requires three years of relevant experience. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

 

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 on the 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.

 

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

 


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Nearest Secondary Market: Raleigh