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COORD, PROGRAM SERVICES
Job Title: COORD, PROGRAM SERVICES
Job Code: 0585
Job Level: 09
Revised Date: 07/19/1994
Job Family: JF 03
Plan and coordinate the supportive activities of auxiliary and other service components to provide facilities, equipment, materials and manpower for special events; supervise personnel engaged in supportive activities for special events.
Plan and coordinate the supportive activities of auxiliary and other service components to provide facilities, equipment, materials and manpower for special events including conferences, concerts, festivals, graduations and athletic events.
Confer with special events sponsors to determine needs; explain available service options and offer recommendations; provide sponsor with cost estimates of events; review with sponsor any rules, regulations and policies that apply to the conduct of an event; prepare schedules, seating plans and schematics as needed. Contact representatives of Duke auxiliary and service components to discuss requirements and to schedule special events services; complete and forward documents as needed for the provision of services; research market and negotiate with subcontractors for additional services to ensure the procurement of quality merchandise, expedient delivery and dependable service at optimum price; modify plans and schedules according to sponsor's desires and notify appropriate personnel of changes; follow up to ensure all contractual services are provided as planned. Oversee the preparation and execution of events; determine manpower needs; plan and schedule work for the group ensuring proper distribution of assignments and adequate manning, space and facilities for subsequent performance of duties; supervise the performance of personnel engaged in support services for special events; recommend various personnel actions to include, but not limited to, hiring, performance appraisals, promotions, transfers and vacation schedules.
Receive deposits and payments for services, complete work sheets and other documents as needed for billing services provided during events and respond to sponsor's complaints in order to ensure that effective and satisfactory services are provided.
Manage the special events equipment pool; keep inventory of equipment; recommend the selection and purchase of equipment and supplies.
Assist in marketing services to the Duke community; review community needs and recommend expanded services as needed; prepare reports and analyses setting forth progress, adverse trends and appropriate recommendations.
Assist in the determination of fiscal requirements for special events services and in the preparation of budgetary recommendations; assist in the development of policies and procedures for special events. Perform other related duties incidental to the work described herein.
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
Work requires knowledge of mathematical and communications principles normally acquired through two years of postsecondary education in a business-related field.
Work generally requires three years of office support or administrative experience to acquire strong skills in organization and/or administrative responsibilities necessary to coordinate a variety of special events services.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
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.