10 Staff Specialist, Special Events, Duke Alumni Engagement and Development Jobs in Durham, NC
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Staff Specialist, Special Events, Duke Alumni Engagement and Development
$63k-80k (estimate)
Full Time | Colleges & Universities
2 Days Ago
Duke University is Hiring a Staff Specialist, Special Events, Duke Alumni Engagement and Development Near Durham, NC
Staff Specialist, Special Events, AEDOccupational SummaryReporting to the Administrative Coordinator for Special Events within Alumni Engagement and Development, the special events staff specialist will prepare and monitor all administrative tasks associated with events including support for financial tracking, maintaining inventories, and assisting with customer service both internal and external.
ADMINISTRATIVE SUPPORTProvide administrative support to the department of special events. Specific duties include:
Finance
Required SkillsExtensive computer skills required, including proficiency in MS Word, Excel and PowerPoint.
Ability to lift and move boxes up to 50 lbs.
Qualifications
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.
ADMINISTRATIVE SUPPORTProvide administrative support to the department of special events. Specific duties include:
Finance
- Maintain the monthly reconciliation for budgetary reports
- Act as a delegate to make sure all Concur transactions for the team are in compliance. Follow up as needed with Special Events staff members.
- Process payments to vendors
- Manage the administrative tasks associated with events including but not limited to maintaining the departmental shared calendar, data entry into the final event summary and on-line development calendar, assist with online filing system and Asana Project Management system.
- Work closely with the transaction initiator on the Finance/HR team to make sure expenses are processed and paid in a timely manner, including follow-up on payments.
- Create and maintain stand-alone final expense reports for each event.
- Maintain the comprehensive final expense report spreadsheet for all events to include attendance numbers and expenditures, and add new events as they are placed on the calendar.
- Manage and order supplies for day-to-day operation of the department as well as items used in the production of events.
- Maintenance of two storage areas in different physical locations
- Stock these spaces in an orderly manner for efficiency according to event needs
- Work with Program Coordinators/Event Managers on special inventory orders
- Manage inventories with weekly reviews of the physical spaces regarding restocking of supplies
- Schedule and organize meetings for the Special Events staff as needed
- Act as the main point of contact for all questions for the special events staff
- Prepare necessary documents for supervisor’s use in meetings; may attend meetings to take minutes or provide information as requested
- Develop and maintain a communication system to internal stakeholders for university events
- Respond to phone and email inquiries from guests and staff concerning events as needed
- Provide backup support to program coordinators as needed to screen and record responses to invitations.
- Assist program coordinators to ship supplies and advance materials to event sites, both domestic and international. Coordinate with event sites for safe storage of materials.
- Assist with event mailings including management of data, mail merges and printing of envelopes, as well as obtaining appropriate postage.
- Assist with formatting and production of nametags and other printed or emailed materials for events as assigned.
- Prepare materials and itinerary for event travel including arrangements for development staff, faculty and student speakers and external staff.
- Support the events team as needed with day of event on-site support, including but not limited to greeting and dispatching buses and assisting at event registration tables.
- Perform other related duties incidental to the work described herein, including set-up/staffing of evening or weekend events as needed.
- The staff associate must have the ability to organize, manage, and complete multiple complex projects and tasks simultaneously with thoroughness, accuracy, and timeliness, initiative, sound judgment, and to work with minimal supervision on these projects are expected.
Required SkillsExtensive computer skills required, including proficiency in MS Word, Excel and PowerPoint.
Ability to lift and move boxes up to 50 lbs.
Qualifications
- A high level of professionalism and accuracy is a must, as well as the ability to multi-task.
- Candidate must have a keen attention to detail.
- Candidate must be able to express ideas clearly, concisely, logically and in accurate grammatical written and verbal form.
- Candidate must be able to work with minimal supervision, completing work in a timely fashion and demonstrating a sense of personal responsibility.
- Candidate will exhibit friendliness, courtesy and respect for others at all times.
- Must be able to work occasional nights and weekends.
- Experience in multi-tasking, organizing work and office record keeping.
- Demonstrates attention to detail and follow through.
- Must possess a strong work ethic and excellent interpersonal skills.
- Flexibility in meeting dynamic priorities, especially the ability to move quickly from one project to another.
- Demonstrated ability to work collaboratively and strategically with diverse constituencies to achieve shared success.
- Demonstrates initiative, creativity, and resourcefulness.
- Attention to detail
- Financial acumen
- Planning, prioritizing, and multitasking
- Provides excellent customer service
- Collaborating with others
- Flexibility
- Listening
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.
Job Summary
JOB TYPE
Full Time
INDUSTRY
Colleges & Universities
SALARY
$63k-80k (estimate)
POST DATE
06/26/2024
EXPIRATION DATE
07/24/2024
WEBSITE
duke.edu
HEADQUARTERS
DURHAM, NC
SIZE
7,500 - 15,000
FOUNDED
1938
CEO
RICHARD BRODHEAD
REVENUE
$3B - $5B
INDUSTRY
Colleges & Universities
Related Companies
About Duke University
The Nicholas School of the Environment at Duke University is one of the worlds leading graduate and professional schools for the interdisciplinary study of the environment. The Nicholas School creates knowledge and leaders of consequence for a sustainable future through a new paradigm in research and education: one that attempts to understand the Earth, the environment, and people and human institutions as an integrated whole, and to use that understanding to foster and spread the ethic of environmental stewardship. Located in the heart of the Duke campus, the school provides a comprehensive m...ultidisciplinary program focused on the relationship of the environment and society to prepare scientists, managers and policymakers to promote the sustainable use of Earths resources. The Nicholas Schools program is enhanced by strong collaborations with Dukes Nicholas Institute for Environmental Policy Solutions and Dukes eight other graduate and professional schools. The Nicholas School has produced alumni who are leaders in conservation management, industry, government, environmental consulting, and academia. Students emerge from our program as multi-talented problem solvers who are poised in a corporate boardroom, confident on Capitol Hill, and comfortable in natural surroundings.
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