Program Coordinator - Event Support

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.

About the Nicholas Institute for Energy, Environment & Sustainability

The Nicholas Institute for Energy, Environment & Sustainability at Duke University accelerates solutions to critical energy and environmental challenges, advancing a more just, resilient, and sustainable world. The Nicholas Institute conducts and supports actionable research and undertakes sustained engagement with policymakers, businesses, and communities—in addition to delivering transformative educational experiences to empower future leaders. The Nicholas Institute’s work is aligned with the Duke Climate Commitment, which unites the university’s education, research, operations, and external engagement missions to address the climate crisis.

Diversity, equity, and inclusion are core values of the institute. We believe that our creative environment is enhanced when diverse groups of people with diverse ideas collaborate with purpose. Applicants with a demonstrated commitment to diversity, equity and inclusion are particularly encouraged to apply.

Occupational Summary

Plan, coordinate and administer activities and events within assigned program areas and across all of NIEES; develop, coordinate and advise on design, process, timelines and implementation related to all programs and events.

Event Planning Support (80%)

Administer and manage all NIEES events including registration, communication with participants, reserving facilities and or booking venues, setting up equipment, arranging catering, nametags and serving as point of contact for all communication about events and other logistical arrangements. Closely coordinate with administration, communications and student experience colleagues on all aspects of events (in person, remote, on campus, external, varying target audiences, etc).

• Determine type, format, nature, venue and other related aspects of events to best represent the program, including coordination of logistical arrangements. Direct operational activities to ensure adequate attendance based on location, event theme and timing; where appropriate, consult with colleagues about pursuing possible joint-sponsorship with other departments/institutes/schools.
• Contribute to the tracking of events across NIEES and help strategically select event dates and times with an eye to other NIEES and Duke events and the academic calendar.
• Organize and display a NIEES Events calendar for staff use only, that details both private and public events.
• Identify and determine vendors; negotiate costs and agree upon and approve full scope of services provided.
• Identify and pursue opportunities to implement best practices for environmentally sustainable events.
• Monitor team activities for special events, workshops, and conferences and manage submission materials for these events.
• Arrange all program event hospitality, including participant reservations, meals and catering, accommodations, and transportation.
• Create and manage planning timetables, assemble event schedules and agendas and project deliverables including task lists, run-of-show documents, and minutes as necessary.
• Create, manage, and monitor registration processes, including forms, confirmations, and reminders.
• Coordinate and facilitate speaker and invited guest relationships.
• Identify and execute strategies to ensure that events are accessible and welcoming for diverse audiences, including people with disabilities.
• Serve as scheduler for NIEES space and for the NIEES Zoom Webinar license. Schedule space and room reservations for facilities utilizing 25Live and Outlook. Correspond with requestors, confirm reservations, alert facilities, and parking for special events.
• Coordinate all seminar speaker needs including booking travel and making and filling an agenda (may include interaction and facilitation with co-sponsor department).
• Coordinate with colleagues about necessary slides, signage, swag, and speaker gifts.
• Coordinate  with communications team regarding event recordings, photography, videography, and necessary permissions forms; manage relevant vendors.
• As appropriate, collaborate with communications colleagues on post-event storytelling on social media or via other communications channels.
• Coordinate follow-up with speakers and registrants, including thank-you emails and evaluations. Travel, as needed, to attend workshops, symposia, forums, and other events.
• Duke Special Event Planners Council (SEPC) membership and participation will be required.
• Experience working with Duke Conference and Event Services is desirable.

Financial Responsibilities (15%):

Work with the NIEES Administrative team and PAS (external financial team) to achieve the following:

• Monitor event expenses to include the timely submission of procurement card receipts and reports, check requests, and reimbursement requests as they relate to the event
• Prepare reimbursement paperwork for visitors and/or clearly communicate reimbursement instructions for meeting attendees when applicable.
• Manage event budgets. Determine how to spend the allocated dollars to support the program activities.
• Advise groups on future budget proposals, analyze spending to determine changes for the next year based on adverse trends and make appropriate recommendations or conclusions.
• Ensure compliance with Duke’s cost-saving rules and regulations with consideration of money saving opportunities.
• Prepare financial reports for NIEES events so all are included in the budget

Supervision (5%)

Recruit, hire and coordinate activities of student worker(s) to assist in events and other administrative support tasks.

Perform other related duties incidental to the work described herein.

Education/Training

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

Preferred Experience

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

Skills

• Knowledge of Duke Concur system and managing expense reporting
• Ability to provide guidance and direction for events management and team activities
• Anticipate needs and proactively bring together appropriate people and resources to support the institute event and program activities.
• Demonstrate proficiency in the use of a range of technological tools to perform various tasks. Examples include MS Word, Excel, and PowerPoint, Zoom, Qualtrics, Outlook, Eventbrite, CVENT, and Box.
• Knowledge of CVENT specifically or other event management software is desirable.
• Interact in a professional and efficient manner with all levels of leadership and staff in the division, institution, and external colleagues.
• Demonstrate excellent communication skills, especially when working with leadership to prioritize events and program activities. This includes verbal skills and writing ability.
• Promote diversity, equity, and inclusion in working with team members, students, faculty and other stakeholders, including event attendees.
• Pursue event practices that are environmentally sustainable when feasible.

To Apply

https://careers.duke.edu/job/Durham-PROGRAM-COORDINATOR-EVENT-SUPPORT-NC-27710/1072515700/

Click Apply Now.