Duke University Job Descriptions
Duke Job Postings
To see if there are current openings for any of the job descriptions listed on this web site, please search Duke Jobs.
ASSIST DIR, CONFERENCE & EVENT SVCS
Job Title: ASSIST DIR, CONFERENCE & EVENT SVCS
Job Code: 1744
FLSA: E
Job Level: 11
Revised Date: 10/01/2015
Job Family: JF 28
Occupational Summary
Assist the Associate Director with management and coordination of Conference and Event Services. Provide management and supervision of University events and ceremonies, provide guidance to event sponsors, supervise event support staff, coordinate and supervise contractors engaged in support of university events and ceremonies. Provide support of assigned facilities in the University Campus Center; act as liaison with Facilities Management on maintenance and renovation projects.
Work Performed
Create and maintain working relationships with both University service providers and contracted vendors from whom services are required to successfully complete events.
Work with both University and City officials to maintain established safety requirements and protocols.
Review safety plan for events to ensure compliance with state, local and university policies.
Educate event planners on applicable polices to host a successful event.
Meet with sponsors of University event and ceremonies providing advice and guidance on logistical and code issues related to event including fire codes, tent sizes and locations allowed, crowd capacity and other issues ensuring University property, staff, students and guests are protected.
Regularly meet with Assistant Managers as events and conferences are contracted.
Supervise bi-weekly event supervisors and establish work plans and schedules for staff to ensure efficient use of time for deliveries, set ups and breakdowns.
Plan work schedules in order to minimize required overtime to complete work as required.
Coordinate contract deliveries for events to Campus Center Spaces making full use of the loading dock area and being aware of existing scheduled deliveries.
Ensure these contract deliveries can access staging areas throughout the event.
Participate in the management of facility reservation system and requests for Divisional meeting space; coordinate scheduling, planning, and implementation of conferences and events within designated spaces.
Oversee the University Campus Center master schedule for events, workshops and conferences.
Work with staff to provide a customer focused experience for constituents.
Assist in the management of conference and event related logistics and room design serving as a point of contact as the event plan is being executed reviewing with the contact the written pre event confirmation of vendor services and scheduling.
Serve as Campus Center Facility Contact for spaces managed by UCAE.
Interacts with Facilities Management Department and key stakeholders in the center to finalize project schedules and scope of work.
Work to ensure card controlled access is managed and operating correctly on both a daily basis and for events.
Utilize the OIT/Duke Card Transact system to schedule as needed.
Participate and assist with recruitment, selection, training and supervision of permanent part time and student staff positions.
Mentor and supervise student staff working with Conference and Event Services.
Develop this to be a high functioning team able to quickly resolve issues as issues arise.
Work with Associate Director to create policies and procedures regarding departmental operations to facilitate effective resource utilization, standardized policies, and consistent information.
Convene group of Divisional and campus schedulers to maintain communication regarding reservation systems and related strategies and/or issues.
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
At least four years of experience in special events logistics and execution or a related field in order to acquire skills necessary to plan, coordinate and execute conference and event services for a university.
Skills
N/A
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.
