Operations & Conference Coordinator

Occupational Summary

***************Washington DC Area ONLY Candidates Should Apply!!***************

Duke in DC, Duke University’s administrative and outreach center in Washington, D.C., seeks an operations and conference support specialist to perform duties in support of the daily operations and programs at the Duke in DC office. In addition, the specialist will be the primary manager of information dissemination to Duke constituencies in Washington and Durham regarding use and availability of office and meeting space, as well as office use policies. The role requires full-time, in-person work.

**********LOCATED IN WASHINGTON D.C.**********

Event & Meeting Support (45%)

• Greet daily visitors and event guests.
• Set up conference rooms for events and meetings, including moving tables and chairs to accommodate various room setups.
• Manage shared conference space calendars, proactively resolving scheduling conflicts.
• Coordinate and manage the scheduling of meetings, ensuring the availability of conference rooms and shared spaces.
• As needed, assist with agenda coordination, note-taking, and follow-up communications for internal meetings.
• Provide logistical support for high-profile meetings and conferences, including pre-meeting setup, materials preparation, and post-event breakdown.
• Assist the lobby security team with guest registration before an event.
• Support virtual and hybrid meetings, ensuring smooth A/V setup and troubleshooting issues as they arise.
• Maintain a database of key contacts, recurring meetings, and preferred scheduling practices for leadership and frequent guests.
• Collect feedback and metrics on events to guide service improvements.
• Serve as the primary point of contact for internal and external meeting requests, managing RSVPs and scheduling follow-ups.
• Before or after-hours work to support events will be required.

A/V Support (10%)

• Knowledge of AV systems in conference rooms for local and remote participant use.
• Ability to manage A/V for all in-office events, both in-person and hybrid.
• Liaise with the Duke Office of Information Technology in Durham, N.C., to support and address issues related to basic office IT needs, including computers, printing, phones, and new staff onboarding.
• Assist with troubleshooting of printer, A/V systems, and phone issues in the DC office.

Regular Operations (35%)

• Regularly ensure kitchen, conference rooms, and other shared spaces look presentable.
• Order and stock office supplies and beverages.
• Communicate with building management, security, and regular office support vendors.
• Act as liaison to communicate news and updates from the building management to the DC office.
• Organize and keep track of all mail and deliveries that come to the DC office.
• Monitor and maintain inventory of conference room supplies.
• Regularly review and update content on the Duke in DC website to ensure accuracy and relevance.
• Coordinates on-site needs with building management, such as contractor and vendor compliance with building regulations, including proofs of insurance, access requests, and notifications and approvals for management and security teams.
• Participates in the vetting process for selecting new vendors for the office
• Requests, tracks, and administers all building-issued ID-access cards security cards for employees, visitors, and temps, including deactivation of departed employees

Data Compilation and Documentation (10%)

• Gather, organize, and maintain data and documents related to office operations, including policies, procedures, and guidelines.
• Track office space usage and prepare regular reports.
• Assist in the creation and maintenance of office manuals and meeting room guides.
• Produce other reports and summaries of events and office usage as needed.

Required Qualifications at this Level

Education/Training

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

Skills/Requirements

• Work requires administrative and event experience to oversee office functions related to office management, special events, communications, and A/V activities. Familiarity and comfort with Microsoft Office products, particularly Excel, PowerPoint, WordPress.
• Three (3) years of facilities/event experience in an office setting preferred
• Requires the lifting of boxes and moving of furniture up to 40lbs
• Excellent customer service skills and attitude
• Ability to adapt easily to change

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Duke University 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 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.

Anticipated Pay Range:

• Regularly ensure kitchen, conference rooms, and other shared spaces look presentable.
• Order and stock office supplies and beverages.
• Communicate with building management, security, and regular office support vendors.
• Act as liaison to communicate news and updates from the building management to the DC office.
• Organize and keep track of all mail and deliveries that come to the DC office.
• Monitor and maintain inventory of conference room supplies.
• Regularly review and update content on the Duke in DC website to ensure accuracy and relevance.
• Coordinates on-site needs with building management, such as contractor and vendor compliance with building regulations, including proofs of insurance, access requests, and notifications and approvals for management and security teams.
• Participates in the vetting process for selecting new vendors for the office
• Requests, tracks, and administers all building-issued ID-access cards security cards for employees, visitors, and temps, including deactivation of departed employees
• • Gather, organize, and maintain data and documents related to office operations, including policies, procedures, and guidelines.
  • Track office space usage and prepare regular reports.
  • Assist in the creation and maintenance of office manuals and meeting room guides.
  • Produce other reports and summaries of events and office usage as needed.
  • Work requires administrative and event experience to oversee office functions related to office management, special events, communications, and A/V activiti es. Familiarity and comfort with Microsoft Office products, particularly Excel, PowerPoint, WordPress.
  • Three (3) years of facilities/event experience in an office setting preferred
  • Requires the lifting of boxes and moving of furniture up to 40lbs
  • Excellent customer service skills and attitude
  • Ability to adapt easily to change

• Duke University provides an annual base salary range for this position as USD $48,000.00 to USD $76,400.00. 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 paycheck. 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.

   

   

  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 COMBINATI ON 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.