Job Description

OCCUPATIONAL SUMMARY

The director of special events and university ceremonies is responsible for planning, coordinating, and managing special events and university ceremonies hosted by the President and Board of Trustees. These include lunches, dinners, meetings, and receptions, including those coinciding with Board of Trustees meetings; as well as university ceremonies (including new student convocation and commencement), celebrations, and special recognition programs. The director of special events and university ceremonies also oversees planning for the president’s suite for home football games. In addition, the director of special events and university ceremonies oversees the Hart House (the president’s residence), and the Duke Presidential Ambassadors program, which is an organization of student ambassadors dedicated to supporting presidential events, providing campus tours, and serving Duke University.

The role requires the ability to effectively multi-task and work both independently and as part of a team, often under circumstances requiring discretion and confidentiality. This position is highly visible in representing Duke to a variety of constituencies including the Board of Trustees, boards of visitors, senior leaders, distinguished visitors, and alumni. The position reports to the associate secretary to the Board of Trustees and the senior director of strategic communications and engagement. The director of special events supervises two administrative coordinators.

WORK PERFORMED

University Ceremonies

• Coordinate all planning and logistics for major university ceremonies (including new student convocation and commencement):
  • Develop and implement procedures and processes, set major schedules and deadlines, recruit marshals and volunteers, and establish and distribute volunteer and marshal assignments.
  • Develop invitation lists, distribute invitations, and track responses.
  • Lead training sessions as needed for staff, faculty, school, and student marshals, volunteers and hired staff/security personnel. Create training materials in support of these sessions.
  • Liaise with internal and external offices/organizations to establish and meet goals and deadlines and manage all logistics for major events including safety protocols, ticketing, stage, and venue setup.
  • Compose informational correspondence for various events and distribute to students, faculty, parents, trustees, and administration.
  • Oversee the production, design and accuracy of printed programs, websites, and other promotional materials.
  • Create and maintain content for websites.
  • Develop and provide event briefing materials for constituents.
  • Staff university ceremonies.

Special Events, Board Meetings, and Football Suite

• Coordinate logistics for all events hosted by the President (approx. 8-12 per year); full Board of Trustees and Executive Committee meetings and events (approx. 5 per year); and the president’s suite for home football games (approx. 6 per year), to include:
  • Develop invitation lists, distribute invitations, and track responses.
  • Work with internal colleagues and vendors to arrange venues, catering, decor, AV needs, music, security, and other event elements.
  • Develop event-related briefing materials and provide to constituents.
  • Communicate details with confirmed guests and distribute electronic tickets (football only).
  • Staff events.

Hart House

• Manage part-time, temporary Hart House staff support.
• Lead ongoing coordination with the president’s spouse.
• Oversee supply orders, maintenance requests, lawn requests, etc.
• Create detailed set-up/breakdown and staffing schedules for events held at the Hart House.
• Coordinate holiday gifts to senior leaders.

Duke Presidential Ambassadors

• In coordination with colleagues from Alumni Engagement and Development (AED), oversee the Duke Presidential Ambassador (DPA) student program.
• Manage DPA selection, training, and ongoing oversight of the DPA program.
• Manage DPA assignments and ensure DPA coverage for university ceremonies and events hosted by the president and members of the Executive Leadership Group.
• Provide DPAs and event leaders with briefings on DPA assignments in advance of events.

Other

• Negotiate and execute contracts with outside vendors; oversee budget and coordinate payments.

• Perform other related duties incidental to the work described herein.

REQUIRED QUALIFICATIONS

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

Experience: Work requires the ability to plan and administer programs and events, and direct program activities within a specific functional area, generally acquired through six years of related experience. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills: The candidate for this position must have experience planning special events and large ceremonies, and must have demonstrated history in creating innovative event planning strategies and successful event collaborations. In addition, the candidate must have keen attention to detail and organization and be able to express ideas clearly, concisely, logically and with correct English grammar in written and verbal form. The ability to engage with colleagues and constituents with accuracy, discretion, professionalism and poise is required, as well as a commitment to maintaining strict confidentiality. Knowledge of Duke is a plus. Candidate must be proactive, be able to work with minimal supervision, solve problems, and complete work thoroughly and in a timely fashion.

Other: The position does require evening and weekend work. Must be able to lift forty pounds.

Computer skills: Microsoft Office, Qualtrics, Adobe Acrobat, event planning software