Director, Special Events & University Ceremonies

About the role

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.

Responsibilities

• University Ceremonies
• Cook up and implement procedures and processes, set major schedules and deadlines, recruit marshals and volunteers, and establish and distribute volunteer and marshal assignments.
• Develop and distribute invitation lists, track responses, lead training sessions 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.
• Create and maintain content for websites.
• Create and provide event briefing materials for constituents.
• Staff university ceremonies.
• Special Events, Board Meetings, and Football Suite
• 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.

Required Qualifications

• Education/Training: Completion of a bachelor's degree program.
• Experience: Six years of related experience in planning special events and large ceremonies.
• Skills: Experience in creating innovative event planning strategies and successful event collaborations; keen attention to detail and organization; clear, concise, logical, and grammatically correct communication; ability to engage with colleagues and constituents with accuracy, discretion, professionalism, and poise; commitment to maintaining strict confidentiality; knowledge of Duke; proactive nature; ability to work with minimal supervision; problem-solving skills; thorough and timely work completion.

Other

• The position requires evening and weekend work.
• Must be able to lift forty pounds.

Computer Skills

• Microsoft Office
• Qualtrics
• Adobe Acrobat
• Event planning software

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.