Assistant Manager, Conference and Event Services
Scope of Responsibilities
Assist the Director with management and coordination of Conference and Event Services to include centralized reservations of divisional facilities, support of student and University events, building and maintaining registration websites, recruitment of clients, development of promotional materials and coordination of conference services and event services.
Duties % of Effort
Utilizing event registration software build according to client specifications websites collecting payment and registration information as requested. Ensure payments are correctly deposited to appropriate accounts. Handle incoming phone inquiries as needed from potential registrants. Distribute weekly registration update reports to clients as needed. Following the program date distribute revenue back to program sponsors. 35
Work with staff to provide a customer-focused experience for constituents. Assist in the management of conference and event related activities including client billing, payment of vendor invoices, and dispute resolution with clients and vendors, written client contracts and pre-event confirmation of vendor services and scheduling. 20
Schedule and coordinate University Services (meals, housing, meeting spaces, transportation and other support services) for conferences, workshops and summer camps. With the consultation of the Director, negotiate contracts or agreements for non-University suppliers (such as hotels or shipping warehouses) when coordinating and scheduling of academic conferences. 15
Supervise student employees and peer program advisors. Coordinate and lead training for new student staff. 10
Work with Director to create policies and procedures regarding departmental operations to facilitate effective resource utilization, standardized policies, and consistent information. Convene group of Divisional and campus schedulers to maintain communication regarding reservation systems and related strategies and/or issues. 10
Develop network of potential clients and colleagues within conference and event industry to enhance the public presence of the University as a conference site. 5
Assist with recruitment, selection, training and supervision of permanent, part-time and student staff positions. Mentor and supervise student staff engaged in the Conference and Event Services office. 5
Work requires communications, analytical and organizational skills generally acquired through completion of a Bachelor’s degree program plus one year of experience in higher education, marketing, public relations, special events planning, sales and promotions, student activities or a related field in order to acquire skills necessary to coordinate conference and event services for a university.
Summary of Specific Skills and Competencies
- 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;
- Ability to effectively learn, utilize and train others on relational database system used in Conference and Event Services;
- Expectation to maintain valid NC driver’s license in order to drive university vehicles.
Duke Entity UNIVERSITY
Job Family Level 10
Full Time / Part Time FULL TIME
Regular / Temporar Regular
Duke University is an Affirmative Action/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,sexual orientation, or veteran 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 provision for requests for reasonable accommodation will be provided by each hiring department.
Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.
Work requires one year of experience in the arts, special events,conference planning, student activities or a related field.