Job Opening Description

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Communications and Events Coordinator

The Communications and Events Coordinator plans and organizes major events of the Sanford School of Public Policy and ensures that each event reflects the school’s prominence and commitment to excellence. The position develops and implements marketing and publicity plans for Sanford major events and oversees creation of promotional materials. The position plans and implements key Sanford internal communications strategies, including digital signage, newsletter, intranet content and more. The Communications and Events Coordinator also consults with Sanford centers, programs and faculty about events, including best practices, event planning, and general consultation on event issues. Finally, the coordinator also manages/coordinates space requests; coordinates event resources and supports internal event management.

•    Plan, market and organize of Sanford School major events (in person and/or virtual). 25%
•    Manage space requests; coordinate event resources and support internal event management (in person and/or virtual). 25%
•    Coordinate and implement Sanford internal communications, including digital signage in buildings, internal newsletter, intranet content management and other strategies. 20%
•    Plan and implement communications and public relations related to Sanford major events. 15%
•    Advise and consult staff involved in the planning or management of events that take place at the Sanford School and/or co-sponsored by Sanford (in person and/or virtual). 10%
•    Perform other related duties incidental to the work described herein. 5%

 

This position reports to the Associate Dean for Communications and Marketing and is part of the school’s communications team. Work hours vary, with occasional weeknight and weekend work required.

 

In some cases the position will require supervising student tasks and projects and/or recruiting, training and supervising student workers or staff event volunteers.

 

Work Performed

A detailed description of functional areas and tasks follows:

 

Plan, market and organize major Sanford School events. 25%

Plan and organize Sanford major events, including endowed lecture series (4) as well as other signature or high-profile initiatives as assigned related to the strategic and educational goals of the school. Duties include:
•    Plan event goals; develop event plans, detailed schedules, timelines (virtual and in-person events).
•    Oversee budget and enforce event policies.
•    Research proposed speakers in a wide variety of policy fields and gaining consensus on speaker suggestions.
•    Create event invitations.
•    Generate marketing plans and create or oversee publicity and promotion.
•    Handle logistics, staffing and production plans.
•    Evaluate event success, including data gathering for key metrics.
•    Help anticipate and resolve questions on the various strengths, weaknesses, opportunities, and threats of events.

 

Manage space requests; coordinate event resources and support internal event management. 25%
•    Serve as lead Sanford events contact on campus.
•    Serve as the primary coordinator and approver for 25Live Room Scheduling Software for event spaces within the Sanford School.
•    Approve room requests by Sanford programs and events, larger Duke and occasionally non-Duke organizations; run reports, create invoices, and troubleshoot requestor problems.
•    Check room request against building schedule; evaluate each request against other facilities constraints before approving, and work with course registrar and facilities manager in case of conflict.
•    Coordinate with other Sanford staff and internal resources (facilities, auxiliary services, etc.) and connect event coordinators to external vendors, as needed.
•    Maintain and share info about event resources, including virtual event info, equipment and equipment rentals, catering, signage.
•    Generate and distribute 25Live Reports.
•    Consult with new customers about various options and best practices about using Sanford spaces for their event. Connect customers and event needs with facility staff including the Video Services Specialist, the receptionist/parking staff assistant, and the building manager.
•    Maintain financial records for each event and file appropriate documentation with financial manager and associate dean. Generate invoices for outside events.
•    Coordinate regular walk-throughs of event spaces and maintain an adequate supply of event supplies, designing an effective organization system for event supplies and equipment, and ensuring that all borrowed equipment is returned to the correct location.

 

Coordinate and implement Sanford internal communications strategies, including digital signage in buildings, internal newsletter, intranet content management and other strategies. 20%
•    Serve as Sanford lead contact for Emma newsletter platform, working with Duke OIT on access and questions around the platform.
•    Help coordinate Sanford Basecamp account, providing access and information around Basecamp to teams.
•    Manage and post content on Sanford intranet (Inside Sanford) as assigned.
•    Create and publish weekly internal newsletter, SNAPshot, curating content from around the school.
•    Curate and publish the Duke Flyer in Sanford (digital signage in the buildings).
•    Inventory and order branding items.
•    Assist events staff in centers/programs with templates and onboarding as needed.

 

Plan and implement communications and public relations related to Sanford major events. 15%
•    Formulate marketing and promotion plans for major events that clarify audiences and objectives, and write for the suite of publicity and promotional pieces associated with them.
•    Create a customized social media strategy for each Sanford major event.
•    Create marketing materials in coordination with communications team. (Publicity and promotional tools may include: posters, invitations, calendar listings, news releases, media advisory, web pages, introductory talking points, tweets and other posts on social media, coverage of the event, and more.) 
•    Monitor promotion and publicity plans for collaborative or co-sponsored events and advise or assist event coordinators where needed and as time permits, for all the above tasks.
•    Leverage the visibility of major events to increase the profile of the Sanford School and meet communications’ office priorities.
•    Generate objectives, strategies and tactics to enhance Sanford and Duke communication priorities.

 

Advise and consult staff involved in the planning or management of events that take place at the Sanford School. 10%
•    Research vendors, analyze contracts, monitor quality, evaluate services, and stay up-to-date on product features provided by vendors needed by Sanford event coordinators.
•    Design policies around preferences and suggested vendors as required. (Vendors may include event-related software, caterers, room scheduling programs, print and design contractors, transportation services, equipment rentals, and more.) 
•    Assess and manage event plans for Sanford-sponsored events; consult with co-sponsors.
•    Advise staff on appropriate vendors, staffing, timing, and flow, as well as best practices for ensuring event goals are met.
•    Manage the internal shared special events calendar that serves as a resource to guide Sanford staff when scheduling major events, and serve as lead contact for Duke events calendar for Sanford.
•    Develop relationships with key staff and faculty to elicit trust in measures suggested to enhance or improve events.
•    Develop events best practices and provide tools, resources and training for Sanford events staff.
•    Help anticipate and resolve questions on the various strengths, weaknesses, opportunities, and threats of events as they may relate to events at Sanford. (Sanford-sponsored events may be led by staff in the following departments: Dean’s Office/Finance/Administration, Career and Professional Development, Development and Alumni Relations, Academic Programs and Student Affairs; or led by faculty or Sanford-affiliated Center staff.)

 

Perform other related duties incidental to the work described herein. 5%

 

The above statements describe the general nature and level of work being performed by individuals assigned to this classification.  This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, genetic information, gender, gender identity, national origin, race, religion, sexual orientation, or veteran status.

 

EDUCATION/TRAINING:
Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor’s degree program.

 

EXPERIENCE:
Work requires two years of experience in alumni affairs, public relations, fund raising, sales and promotions, marketing, student activities or a related field.
In addition the successful candidate will possess the following qualities/attributes:
•    2 to 5 years of events management or related experience.
•    Familiarity with event planning, public relations, or alumni/student affairs in a higher education setting.
•    Excellent project management skills and knowledge.
•    Excellent written and oral communications skills.

Ability to create promotional materials for events.
•    Through knowledge of Microsoft Office programs
•    Internet research skills
•    Excellent organizational and time management skills; ability to meet deadlines
•    Customer service orientation

Learn more at https://careers.duke.edu/job/Durham-COMMUNICATIONS-AND-EVENTS-COORDINATOR-SANFORD-SCHOOL-OF-PUBLIC-POLICY-NC-27710/722394600/?locale=en_US