PROGRAM COORDINATOR, Special Events, Duke Alumni and Engagement (AED)

Occupational Summary

Build, coordinate, execute, and oversee registration websites and communications for events and special programs that cultivate and steward alumni, parents, students, and friends of the University. Design and direct communication to all invited participants. Manage payment, financial transactions, and other logistics in support of these events.  Annually, the event registration team assists with more than 200 events per year.  A single event mailing list may be as large as 143,000 if all alumni are included in that designated event.  These events may be either physical or virtual events. 

The Program Coordinator must have the ability to organize, manage, and complete multiple complex projects and tasks simultaneously with thoroughness, accuracy, timeliness, initiative, and sound judgment, and to work with minimal supervision on these projects.  The Program Coordinator may exercise supervision over temporary or student staff in support of these efforts and/or in support of special events for Duke University.

Work Performed

Structure, coordinate, and administer registration websites and communications for events and special programs that cultivate, foster alumni relations, and provide recognition such as, but not limited to dinners, luncheons, receptions, and conferences for donors to the university. Make operational and programmatic decisions about these events that have an impact on the successful achievement of overall program strategies and objectives; develop, coordinate, and advise staff participating in the event regarding programmatic policy.

Specific duties to plan events include:

• Create event websites and event email communications within the Cvent system to promote, manage, and track events held around the country in support of maintaining strong relationships with Duke alumni and friends.
• Receive basic information about events, design and build event websites to manage speakers, programs, and registration.  Coordinate collection of content and determine processes required to build online registration sites ensuring effectiveness and relevancy for respective Cvent user groups.
• Compose content for the website and email communication to promote the event.  Administer tests of event sites as necessary and launch events.
• Design and/or format nametags and other various printed or emailed materials for the events.
• Plan and scheduled release of event invitations and all follow-up communication.
• Develop and manage planning timelines for assigned events that facilitate efficient and timely collaboration with other alumni engagement and development staff.
• Establish goals, milestones, and deadlines for each project.
• Assist with the logistical details involved with more complex events s such as campaign events
• Advise supervisor as to the current activities and additional or expanded program requirements; make recommendations for solutions to problems identified to maximize the effectiveness of overall department objectives.

Manage Event Communication with both Internal and External Constituents

Connect internal and external constituents with events. Specific duties include:

• Maintain liaison with other programs, offices, and departments at Duke to coordinate program business and accomplish program objectives.
• Identify and interact with external organizations, as needed to facilitate logistics for the event.  
• Coordinate with all partners on drafting, editing, design, proofing, and final approval for each project. 
• Serve as a representative of Duke and/or department to facilitate communication about events.

Data Management - Manage Event Response and Participation Documentation

• Manage and track invitations, responses, and attendance.
• Report, record, and analyze historical data for assigned events, including attendance
• Ensure that the university database is updated by providing accurate information to the data manager.  Assist in the management of the university-wide contact address book feature of the event management system.
• Manage lists with a focus on accuracy and attention to detail. 
• Monitor and evaluate program effectiveness using qualitative and quantitative research techniques; investigate trends, and recommend and implement modifications to improve program effectiveness.
• Prepare reports and analyses setting forth progress.
• Participate in short and long-range planning for programs.

Manage Financial Documentation for Designated Events

Manage financial components of event registrations including payment and refund processing via DukePay, Point-of-sale processing, and maintaining PCI (payment card industry) compliance. Make decisions about the appropriateness of refunds.  Comply with University policies regarding these financial transactions. 

Support events on-site as needed

• Manage/assist with registration, hardware deployment, event check-in, and provide general assistance.
• Travel to support events.
• Staff evening and weekend events as requested.

Perform other related duties incidental to the work described herein.

Preferred Qualifications

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. A high level of professionalism and accuracy is a must, as well as the ability to multi-task. Experience with graphic design and special events is a definite plus.

Preferred Computer Skills

Microsoft Office: Excel, Word, and Access. Cvent certification preferred, prior experience with event platform software (Cvent)

Behavioral Competencies

• Decisiveness and Judgement
• Attention to Detail
• Planning, Prioritizing, and multitasking
• Collaborating with others
• Provides Excellent Customer Service
• Flexibility
• Initiative
• Self-management

Minimum Qualifications

Education

Work requires analytical, communication, and organizational skills generally acquired through the completion of a bachelor's degree program.

Experience

Work requires one year of experience in program administration or AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE involving academic, instructional, or counseling activities to acquire skills necessary to plan, coordinate, and implement a variety of program activities and events.

Duke 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 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.