Job Description

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Duke Health Development & Alumni Affairs (DHDAA) supports a flexible work environment by offering on-site (in office 5 days a week), hybrid (in office a minimum of 2 days a week or defined by manager), remote (work off-site 5 days a week), and flexible start and end time work arrangements. All team members must reside within a 50-mile radius of our downtown Durham office.

If working a hybrid or remote schedule, individuals must have access to and maintain a secure home office environment with high-speed internet service and work collaboratively with others using a variety of technologies and tools. With approval from their manager, staff members may work a flexible schedule in terms of start/end times, while working within DHDAA’s core work hours between 9:00 a.m. and 4:00 p.m. (eastern standard). At the discretion of Managers and/or Senior Leadership, staff working a hybrid, remote or flex schedule may be required to be in the office on days and/or times outside of the agreed upon schedule.

Plan and coordinate complex strategic events that support the philanthropic efforts for Duke Health and the Duke School of Medicine.

Be You.

The Executive Director of Strategic Events reports directly to the Associate Vice President of Advancement Programs and Campaign and leads the management of Duke Health Development and Alumni Affairs Strategic Events team. The position is responsible for planning and coordinating programs that enhance and support the cultivation, stewardship, engagement, and fundraising objectives of Duke Health Development and Alumni Affairs, and for developing policies, protocols, technology tools, and standards for event execution and programming. This position requires interaction with the highest level of Duke Health leadership, represents Duke Health with donor and alumni constituents and defines and supervises work processes for multiple individuals on complex projects. This position manages the overall Strategic Events program for Duke Health Development and Alumni Affairs.

Work Arrangement – Hybrid; This is not a remote position.

DEPARMENTAL PREFERENCES

• Experience in managing complex, sophisticated event planning.
• Supervisory experience.
• Program and staff management experience.
• Demonstrated verbal and written communication skills.
• Ability to think and act strategically.
• Ability to manage simultaneous complex projects.
• Demonstrated ability to effectively prepare and support institution leaders for their event roles.

MINIMUM QUALIFICATIONS

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

Experience - Work requires seven (7) years’ experience in alumni affairs, public relations, sales and promotions, marketing, fundraising, student activities, coordination of a variety of special events and administer related activities.

Be Bold.

Work Performed

Event Development & Management – 40%

• Direct the planning process to ensure strategic events align with Duke Health priorities and development strategies. Conceptualize and create complex strategic events and programs to cultivate, recognize, engagement and/or steward principal, leadership and major donors, prospects, alumni, faculty and medical/nursing students.
• Coordinate with appropriate DHDAA units to identify objectives and messaging for events. Recommend and develop program content to achieve fundraising and engagement objectives. Enlist and choose faculty and student speakers as needed, and oversee appropriate level of coaching of speakers to prepare them to deliver messages during the event.
• Lead the Strategic Events team in managing select, complex events for the Executive Vice President for Health Affairs and Dean of the School of Medicine, including but not limited to, the Dean’s Distinguished Research Series and the Lefkowitz Lecture. Partner with the School of Medicine Strategic Communications team to determine the best approaches to reach faculty, staff, and students across the School as needed.
• Develop and manage comprehensive timelines for event planning and execution; and oversee completion of tasks, including selecting entertainment, site, menu, seating arrangements, décor, and itinerary based on event objective or theme. Travel to off-campus venues to conduct site visits as appropriate and coordinate events.
• Manage on-site execution of assigned events and serve as primary staff contact to guide and support Duke Health leaders at events.
• Develop and implement outreach events locally, regionally and nationally. Partner with Major Gift Officers to guide volunteer hosts in coordinating activities on behalf of Duke Health to meet program objectives.
• Consult in event and program planning for University-wide, external relations staff.
• Oversee standardized operating procedures for all Duke Health Development and Alumni Affairs strategic event processes and maintain standardized methods among the team to plan events such as checklists, invitation lists, data, RSVP lists, and run-of-show agendas.
• Work with development colleagues to evaluate, refine, enhance, and plan annual events.

Event Communication – 20%

• Communicate event strategy and goals to Strategic Events staff.
• Development executive summary event plans and briefings for participating Duke Health leaders, University officials, development staff, speakers, event partners, vendors and hosts.
• Develop and maintain a communication system for internal stakeholders for Duke Health signature events.
• Compile biographical summaries of speakers, guests and other event participants.
• Develop run-of-show and talking points for hosts and Duke Health leaders. Research and prepare background information and/or introductory remarks for strategic events as appropriate and coordinate with the Communications team to refine the remarks.
• Oversee event communications, including designing, writing, and coordinating formal and informal invitations, follow-up correspondence, online registration sites, event programs, brochures, menus, place cards, nametags and other various printed or emailed materials for events.
• Coordinate with the Advancement Digital Platforms Manager, the School of Medicine Strategic Communications team, and/or freelancers on digital and print designs as needed.
• Oversee central RSVP process to manage and track invitations and responses. Coordinate with the Stewardship and Strategic Events Data Coordinator for invitation list drops, uploads, RSVP reports, and data clean up and reconciliation.
• Report, record, and analyze historical data for assigned events, including attendance, post-event feedback, and evaluation. Ensure that data is accurately collected and recorded and that appropriate analytics are utilized in determining event strategies and priorities.

Staff Management – 20%

• Manage the performance of Strategic Events staff, including four exempt employees. Assign events and conduct regular team meetings to coordinate functions and responsibilities across the team.

Event Technology and Production – 10%

• Implement CVENT technology and other tools across events to streamline communications and create an enhanced experience for Duke Health alumni and donors.
• Oversee technology approach for virtual and hybrid events for DHDAA. Stay relevant with the latest event tools, such as CVENT, Zoom Meetings and Webinars, and hybrid execution. Ensure team members and identified development partners are trained in using the latest event technology to support a hybrid event environment.

Calendar Management – 5%

• Coordinate calendar scheduling for Duke Health Development and Alumni Affairs events with the CEO, Duke University Health System; Executive Vice President for Health Affairs and Dean of the School of Medicine; Dean of the School of Nursing and other leadership. Function as a central point of contact with these offices for event information.
• Oversee scheduling of all Duke Health Development and Alumni Affairs events and distribute a monthly calendar. Coordinate resolution of scheduling conflicts, as appropriate. Serve as a liaison for University special events and distribute information to Duke Health Development and Alumni Affairs staff.

Financial Management – 5%

• Manage the overall Strategic Events program budget.
• Determine objectives and budgets for strategic event programs, summarize outcomes and expenses, evaluate and refine activities as appropriate.
• Ensure all expenses are paid in a timely manner. Review and verify final expense reports for each event.
• Prepare reports and analyses setting forth progress, adverse trends and appropriate recommendations or conclusions; participate in short- and long-range planning for programs.

Perform other related duties as necessary.

Choose Duke.

Apply now to drive meaningful engagement!