Special Events and Venue Rental 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.

The Nasher Museum of Art at Duke University is seeking a highly motivated and dynamic Special Events and Venue Rental Coordinator to organize and facilitate a diverse array of special events, private functions, and venue rentals.

Work Performed:

This multifaceted, customer service-based, full-time position offers the opportunity to work at a contemporary university art museum with an international reputation for ambitious exhibitions and programs that attract diverse audiences. This position works alongside the Special Events Assistant to help manage and implement museum programs and rental events for the museum. Both positions report to the Manager of Special Events.

The Special Events Coordinator will support the planning and execution of special events at the museum, such as exhibition openings, lectures, artist talks, and private events such as board meetings, receptions, and galas. The coordinator will also handle venue rental sales and logistics for external clients. This role involves coordinating venue rentals, responding to client inquiries, negotiating contracts, and managing vendor communications to ensure smooth event execution. The position also focuses on maximizing rental revenue by identifying new clients and opportunities and fostering repeat business.

The role requires close collaboration with various internal teams, including Development, Security, Visitor Services, and Education, to ensure seamless operations. Additionally, the Event Coordinator will help design event décor and entertainment. Assist in budget management, track event expenses, and administrative tasks such as billing, staffing, and logistics are also key responsibilities. The position plays a crucial role in driving community engagement, museum attendance, and overall event success.

Key responsibilities include:

• Event planning and execution – execute internal events that align with the museum’s mission, strategic goals, audience, and budget; develop timelines; provide on-site management for internal and external events, ensuring smooth operations. Events may require but are not limited to coordinating internal and external staffing, and run of shows, designing floor plans, and selecting menus.
• Promote and facilitate venue rentals – act as the primary contact for events with external clients; identify opportunities and cultivate relationships with potential clients to secure venue rental contracts. Represent the Nasher at trade shows, conferences and networking events to promote the museum’s public programming and rental facilities.
• Supervise and assign tasks to external vendors, public-facing staff and occasional student volunteers offering guidance and direction on customer service, attention to detail, and best practices on representing the museum.
• Execute rental contracts – secure venue rental contracts and deposits; handle payment schedules; track comparable venues to maintain competitive pricing.
• Collaborate with staff, vendors, and Nasher Café –Ensure that timelines, details, and expectations are well communicated to all involved parties; build and maintain partnerships with the café and preferred vendors to ensure timeliness, quality, and commitment to excellence.

Perform other related duties incidental to the work described herein or as assigned by supervisor.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification.  This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
 

Required Qualifications at this Level

This position requires frequent evening and weekend hours.

Mission Statement:
The Nasher Museum of Art at Duke University promotes engagement with the visual arts for the Duke and Durham communities. The museum is dedicated to presenting innovative and accessible collections, exhibitions, publications and programs that stimulate intellectual discourse, enrich individual lives and generate new knowledge. Drawing on the resources of a leading research university, the museum serves as a laboratory for interdisciplinary approaches.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $19.41 to USD $30.03.  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 pay check.  Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job 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.

Minimum Qualifications

Education

Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.

Experience

Work generally requires four years of clerical or research experience to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices.A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement.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.