|
Duke University Job Description: |
Job Title: SR PROGRAM DIRECTOR, SPECIAL EVENTS |
Job Code: 2320 |
FLSA: E |
Job Level: 91 |
Revised Date: 12/01/2023 |
Job Family: JF 28 |
This position creates, plans, coordinates, and implements assigned events to meet the objectives of Duke Health Development and Alumni Affairs (DHDAA)and/or Duke Alumni and Engagement. These range from small, salon style to major multi-day, complex virtual, hybrid, and in- person events that focus on engagement, cultivation, pipeline development, and stewardship. Events may include programmatic development, coordination, and logistical planning and execution that feature faculty and high-level leadership.
Work on major events that are highly visible and support the mission of philanthropy and engagement. Generally hosted by current and former leadership or feature high-profile speakers. Participate in planning and provide leadership in managing event preparation prior to and during events.
Work independently to develop and manage assigned events and programs.
Evaluate, select, and arrange venues and guest accommodations. Arrange individual travel plans for guests and/or speakers as needed, and group transportation and parking.
Travel to off-campus venues to conduct site visits as appropriate and coordinate events.
Select and collaborate with caterers, entertainment, and event decor vendors to create event experiences that reflect the university and departmental standards and the event goals.
Develop and execute, if necessary, contingency plans for emergency or severe weather situations.
Determine and coordinate staffing needs for event execution.
Serve as a proficient Cvent user including building event webpages, registration pathways, attendee emails, and managing RSVP's for events as needed.
Select, arrange, and support event technology needed for live, virtual and hybrid events, whether staffing event execution internally or in partnership with audiovisual production vendors.
Liaise with leadership, speakers, staff partners, guests, and vendors at events.
Trouble-shoot operational issues related to events and exercise independent judgment to accommodate and/or resolve constituent concerns.
Evaluate program and provide input on event program content for live and virtual events. Suggest, choose, and enlist faculty speakers as needed. Facilitate program rehearsals and coach presenters to optimize performance.
Manage process with the President's Office for securing President's Suite football tickets for donors and alumni.
Represent Duke with donors, alumni, and VIP guests attending events, programs, and meetings. Serve as a primary Duke contact for specific events.
Participate in planning organizational development and recognition activities as assigned.
Represent the Strategic Events team in a collaborative and professional manner with events colleagues when called upon for consultation and expertise.
Manage logistics for all events including space reservations, room blocks, catering, AV, photography, linen and floral selections, decor, transportation, signage and printing, attendee materials, and print and digital save the date and invitation collateral.
When appropriate, coordinate the development of talking points for leadership with Communications colleagues. Provide briefing material and talking points to leaders such as Deans, Provost, and President and other leaders who are on the agenda for events.
Develop event strategy, messaging, and goals with clients and partners.
Connect internal and external constituents with events.
Oversee and/or partner on the process for print and digital event communications, including online registration sites, formal and informal print and digital invitations, and follow-up correspondence.
Design, write, and coordinate the production of event programs and brochures. Oversee design and production of menus, place cards, nametags, posters, and banner ups.
When appropriate, supervise and direct the coordination of event mailings including reviewing mailing lists for accuracy and providing updated information to the data team.
Oversee management and tracking of invitations and responses.
Research and prepare background information, introductory remarks, and suggested talking points for special events as appropriate.
Organize and facilitate meetings throughout the event planning process to discover, develop, and communicate event logistics.
Communicate all logistics and background in written form with event plans and briefings for participating staff, speakers, event partners, vendors, and hosts.
Establish and maintain contact with alumni, parents, friends, and donors through the process of coordinating logistical details with hosts, providing event-related information to attendees, and responding to all inquiries and phone calls.
Assist in preparing the annual budget through the submission of monthly projected and actual expenditures.
Represent the Development Office in negotiations regarding arrangements for such events.
Ensure compliance with University policies and procedures.
Determine fiscal requirements for assigned events; monitor, verify, and reconcile expenditure of budgeted funds.
Ensure all expenses are paid in a timely manner.
Prepare reports and analyses setting forth progress, adverse trends, and appropriate recommendations or conclusions; participate in short and long-range planning for assigned events.
Ensure that data is accurately collected, and recorded and that appropriate analytics are utilized in determining event strategies and priorities.
Report, record, and analyze historical data for assigned events, including attendance, post-event feedback, and evaluation.
Other related duties as Assigned
| Education/Training: | Work requires communication, analytical, and organizational skills generally acquired through the completion of a bachelor's degree program or equivalent experience. |
| Experience: | Work requires 4 years of related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions. Preferred: Work requires six years' experience in alumni affairs, public relations, sales and promotions, marketing, fundraising, student activities, program administration or a related field to acquire skills necessary to coordinate a variety of special events and administer related activities. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE |
| Skills: |
|
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.
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.