Event & Project Coordinator

Duke University - Durham, NC

Full-time - Entry Level

Durham, NC

5,001-10,000 employees

Educational Services

About the position

The Event & Project Coordinator at Duke University School of Medicine plays a pivotal role in the planning and execution of significant events for the Department of Medicine (DOM). This position is responsible for overseeing all aspects of event management, ensuring that each event aligns with the strategic goals of the DOM Chair's Office. The coordinator will work closely with the Director of Communications and senior leadership to develop and implement comprehensive plans for various departmental events. This includes managing logistics such as venue selection, participant registration, menu planning, and coordination with vendors to ensure a seamless event experience. In addition to event planning, the coordinator will also serve as a project manager for various administrative projects that may involve multiple functional groups or operational units. This requires strong organizational skills and the ability to maintain effective communication with all stakeholders involved. The role demands a proactive approach to identifying potential challenges and implementing solutions to keep projects on track. The coordinator will also be responsible for maintaining detailed documentation of event planning processes to facilitate future events and ensure adherence to institutional guidelines and policies. This hybrid position may require some evening hours based on event schedules and occasional travel to off-campus event sites. The successful candidate will be expected to demonstrate a high level of professionalism and the ability to work collaboratively with a diverse range of individuals, fostering an inclusive environment that reflects the values of Duke University.

Responsibilities

• Develop and implement plans for various department events in consultation with the Director of Communications and senior leadership.
• Coordinate all activities related to events, including décor, participant registration, menu planning, venue selection, audio and visual needs, staffing, parking, security, and event setup and breakdown with vendors.
• Serve as a liaison for event and program planning, providing logistical support to other department-sponsored programs as assigned.
• Manage site selection and preparation for both on- and off-campus events, conducting site visits to assess feasibility for future use.
• Write or edit letters and materials for events, assemble invitation lists, and work with communications teams to publicize events and programs.
• Plan budgetary projects and expenditures for DOM Chair's Office events, preparing analyses of events, costs, and effectiveness in cultivation efforts.
• Ensure events adhere to institutional guidelines, policies, contracts, and specifications.
• Maintain comprehensive documentation regarding event planning and implementation for future reference and replication.
• Provide management and coordination of projects approved by the Director of Communications and the DOM Chair's Office.
• Develop project communication plans and track progress to key milestones.
• Initiate and maintain business relationships with all key stakeholders of the project, both internal and external to the department.
• Review project progress regularly to ensure deliverables are on time and proactively identify changes in work scope.

Requirements

• Bachelor's degree in a relevant field or equivalent combination of education and experience.
• One year of experience in event planning and project management, or an equivalent combination of relevant education and/or experience.
• Proficient in computer databases and Microsoft Office Suite (PowerPoint, Excel, Word).
• Strong writing and communication skills for effective information conveyance.
• Demonstrated ability in time management and meeting deadlines for various projects.
• Detail-oriented with a proven capability to work with administrators, faculty, and staff at all levels.
• Ability to interact effectively with a diverse range of individuals and foster inclusivity.
• Proven ability to work collaboratively as part of a multi-disciplinary team.
• Sound judgment and strong interpersonal, diplomatic, and communication skills.

Nice-to-haves

• Experience in a higher education or medical environment.
• Familiarity with budget management and financial analysis for events.
• Knowledge of event marketing and promotion strategies.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Vision insurance coverage
• 401k retirement savings plan
• Paid holidays and vacation time
• Professional development opportunities
• Flexible scheduling options