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EXEC DIR, STRATEGIC ENGAGE ACTIVITIES
Job Title: EXEC DIR, STRATEGIC ENGAGE ACTIVITIES
Job Code: 1182
FLSA: E
Job Level: 16
Revised Date: 10/01/2023
Job Family: JF 34
Occupational Summary
Responsible for leading, developing, planning, and implementing engagement strategies, activities, events, and special programs to cultivate and steward alumni, parents, and friends of the University. Lead, direct, manage and assign/delegate activities and events to departmental staff. Coordinate and collaborate with strategic partners across the university and outside the university.
Work Performed
Lead the conceptualization strategy for complex, high-profile activities that support the mission of philanthropy and engagement for the university.
Recommend an engagement strategy for key individuals and constituent communities.
Leading strategic engagement planning efforts to determine event prioritization guidelines and lead implementation and ongoing efforts to utilize the decision-making guidelines. Lead and collaborate with university senior leadership around engagement activities featuring senior leadership, campaign priorities and institutional priorities.
Providing expertise to programmatic staff on best practices for engaging constituents.
Participate in long range planning for division of alumni engagement and development.
Recommending and implementing event strategy best practices across the university.
Consulting with senior leaders on how to best achieve their engagement goals.
Prepare reports and analyses reflecting progress, adverse trends and appropriate recommendations to other senior leaders in AED and across Duke.
Oversee and manage the implementation of CVent or other event specific technology necessary to create and manage special events.
Serve on the Engagement Leadership Team.
Provide advice and guidance to senior leadership on event strategies and best practices.
Successfully perform the standard manager duties as outlined for Duke Alumni Engagement and Development leadership, directors, managers, and supervisors.
Lead and advise all alumni engagement and development departments as requested with planning and implementation of various special events to range from giving advice, confirming plans to Officer's and/or department's needs and/or planning entire event activities.
Conceptualize and recommend scheduling of events as appropriate.
Lead, manage, and coordinate the management of presidential and campaign events held around the world, which involve the division.
Plan and coordinate details of special events to include selecting entertainment, site, menu, seating arrangements and itinerary based on event objective or theme.
Develop and manage planning timelines for assigned events that facilitate efficient and timely collaboration with other alumni engagement and development staff.
Work with alumni engagement and development colleagues to evaluate, refine, and enhance annual events based on best practices and data analysis.
Evaluate and provide input on event program content. Enlist and choose faculty speaker in collaboration with Forever Learning department.
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.
Select, manage, and collaborate with inside and outside vendors and partners to create event experiences that reflect he university and departmental standards and the event goals.
Evaluate, select, and arrange venues and guest accommodations. Arrange individual trip plans for guests and /or speakers and group transportation and parking.
Travel to off-campus venues to conduct site visits.
Determine and coordinate staffing needs for event executions. Liaise with leadership, speakers, staff partners, guests, and vendors at events.
Develop and execute, if necessary, contingency plans for emergency or severe weather situations.
Trouble-shoot operational issues related to events and exercise independent judgment to accommodate and/or resolve constituent concerns.
Communicate event strategy and goals to staff.
Connect internal and external constituents with events.
Oversee the process for print and digital event communications, including online registration sites, formal and information invitations and follow up correspondence.
Design, write, and coordinate production of event programs and brochures. Oversee design and production of menus, place cards and nametags.
Supervise and direct the coordination of event mailings.
Oversee management and tracking of invitations and responses. Research and prepare background information, introductory remarks and talking points for special events as appropriate.
Organize and facilitate meetings through the event planning process to discover, develop and communicate event logistics.
Communicate all logistics and background in written form with event plants and briefings for participating in AED staff, speakers, event partners, vendors, and hosts.
Review and approve event plans and briefings for direct reports.
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.
Lead manages the budget and expense process for AED special events. Lead and manage the budget and expense process for DAED.
Make recommendations, process payments, and negotiate agreements in accordance with university procedures.
Represent DAED in negotiations regarding arrangements for such events.
Plan budgetary projections and expenditures for events and programs; prepare analysis of events and their cost and effectiveness in cultivation and stewardship efforts.
Determine fiscal requirements of events; monitor, verify and reconcile expenditures of budgeted funds.
Prepare reports and analysis set forth progress, adverse trends and appropriate recommendations or conclusions; participate in short- and long-range planning for programs.
Ensure that data is accurately collected, recorded and that appropriate data analytics are utilized in determining event strategies and priorities.
Required Qualifications at this Level
Education/Training
Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.
Experience
Work requires seven years experience in alumni affairs, public relations,sales and promotions, marketing, fund raising, student activities,coordination of a variety of special events and administer related activities.
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 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, (including pregnancy and pregnancy related conditions), sexual orientation, or military 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.
