What are the responsibilities and job description for the Director, Special Events & University Ceremonies position at Duke University?
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
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
Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $0.00 to USD $0.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; 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 thedollars 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/
Equal Opportunity Employer: 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 on the 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 reasonable accommodation(s) can be requested with Duke Access and Accommodations Services (email: DAAS@duke.edu; phone: 919-668-1267).
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.
- 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.
- 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.
- 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.
- Negotiate and execute contracts with outside vendors; oversee budget and coordinate payments.
- 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.
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
Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $0.00 to USD $0.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; 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 thedollars 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/
Equal Opportunity Employer: 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 on the 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 reasonable accommodation(s) can be requested with Duke Access and Accommodations Services (email: DAAS@duke.edu; phone: 919-668-1267).