Duke University Hospital
Associate Director, Conference And Event Services
Duke University Hospital, Durham, North Carolina, United States, 27703
Associate Director, Conference And Event Services
Work Arrangement: On-Site Location: Durham, NC, US, 27710 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. Key Position Duties
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
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. Troubleshoot users inquires as needed. Risk Management and Safety
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
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
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. Benefits
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. 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. 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.
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Work Arrangement: On-Site Location: Durham, NC, US, 27710 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. Key Position Duties
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
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. Troubleshoot users inquires as needed. Risk Management and Safety
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
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
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. Benefits
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. 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. 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.
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