Associate Director, Conference And Event Services

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America's leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Positional Summary

Aid the Senior Director with management and operations for Conference and Event Services including events, conferences, and registration website creation. Oversee event reservations and maintain online booking portal including system management. Ensure safety and mitigate risk concerns for venues such as Penn Pavilion and Brodhead Center. Consult with Duke Alumni and Engagement regarding event reservations and operations at Karsh Alumni and Visitor Center. Ensure University policies such those detailed in the Undergraduate Community of Standards and those policies associated with the minors on campus and PCI Compliance are followed.

Key Position Duties

Operational & Financial Management (30%)

• Manage and coordinate operational policies related to reservations, hours of operation, event staffing, charge rates, rental fees and registration website portals.
• Develop and implement service fees and billing procedures to recover expenses. Determine fiscal requirements and prepare budgetary recommendations.
• Monitor, verify and reconcile expenditure of budgeted funds.
• Work Campus Life Finance to verify invoice information for charges on contracted services.

Reservation Management (25%)

• Oversee reservation process for CES maintained spaces.
• Review inquires received through online booking portal ensuring logistics needs for the reservation can be provided including event time, set up and strike.
• Ensure spaces on the booking portal are current, adding or removing spaces as needed.
• Work with software vendor and Student Affairs IT enabling reservation system is functioning as expected. Trouble shoot users inquires as needed.

Risk Management and Safety (20%)

• Mitigate risk factors related to attendee management, fire safety and overall security of events.
• Develop relations with both University and City officials to maintain established safety requirements and protocols.
• Obtain and verify appropriate insurance certificates are current with non-Duke vendors.
• Review safety plan for events to ensure compliance with state, local and university policies and correct as required.
• Report potential issues to appropriate University Staff.

University Collaboration (15%)

• Continually educate event planners both departmental and student planners on applicable polices to host successful events.
• For student events, work closely with the Campus Life Student Involvement and Leadership staff to recommend best practices for student events.

Professional Development & Training (10%)

• Research industry trends and predict impact on operations budget.
• Recommend plans to implement following best practices in the event and conference field utilizing CAS Standards for operations in the Conference and Event field.
• Seek feedback from event planners to assess levels of satisfaction with services and venues provided or managed by the CES team.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position of USD $59,829.00 to USD $86,700.00. Duke University considers factors such as (but not limited to) the scope and responsibilities of the position; the candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

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 provisions for requests for reasonable accommodation will be provided by each hiring department.

Qualifications, Skills, and Competencies

Required Minimum Qualifications:

• Work requires communications; analytical and organizational skills generally acquired through completion of a Bachelor's degree program in a related field.
• Work requires 2 years of related business or administrative experience in the coordination of special events logistics and execution for a university.
• A master's degree in a related field may be substituted for 2 years of experience.
• Or any other equivalent combination of relevant education and/or experience.

Preferred Skills and Competencies:

• Four years of experience in special events logistics and execution or a related field to acquire skills necessary to plan, coordinate and execute conference and event services for a university is strongly preferred.
• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public;
• Ability to provide administrative guidance within area of responsibility, providing direct training and supervision as needed;
• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities;
• Valid NC driver's license required.

Duke 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, sex (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 onthe 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.