Event & Project Coordinator

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Job Summary

The Event & Project Coordinator serves as the lead event planner for the Department of Medicine (DOM), overseeing the planning and implementation of key events on behalf of the DOM Chair’s Office. Additionally, this role serves as project manager for administrative projects of considerable size, scope, and/or complexity, with coordinated activities of more than one functional group and/or operational unit. This role reports to the Director of Communications. This role is a hybrid position that will include some evening hours based on event and program needs and may require occasional travel to event sites off campus.

Duties and Responsibilities

Event Planning & Management

• Develop and implement plans for various department events in consultation with the Director of Communications and senior leadership.

• Coordinate all activities, including event décor and design, participant registration, menu planning, venue selection and reservation, audio and visual needs, adequate staffing, parking, security, and coordination of event set up and break down with vendors.

• Serve as a liaison for event and program planning, providing crucial logistical support to other department-sponsored programs as assigned.

• Manage both on- and off-campus site selection and preparation, conducting site visits and exercising judgment to determine feasibility for use in future events.

• Write or edit letters and other materials appropriate to events; assemble invitation lists; work with DOM Central Communications teams and Division Communicators to publicize events and programs as applicable.

• Plan budgetary projects and expenditures for DOM Chair’s Office events and programs, prepare an analysis of events, their cost, and effectiveness in the cultivation effort.

• Ensure events adhere to institutional guidelines, policies, contracts, agreements, and specifications.

• Maintain comprehensive documentation regarding event planning and implementation, which will allow for replication and ensure that valuable event-planning knowledge is preserved for future use.

Project Management

• 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, establish, and maintain business relationships with all key stakeholders of the project, whether internal or external to the department.

• Review progress with the project team regularly to ensure project deliverables are on time; proactively identify changes in work scope and discuss with DOM leadership, ensuring appropriate planning measures are taken with stakeholders to reassess, renegotiate, and amend project scope, schedule, deliverables, resource needs, etc.

• Schedule coordination for EDI and Faculty Development initiatives

Minimum Qualifications

Education/Training

Work requires analytical, communication, and organizational skills, which are generally acquired through the completion of a bachelor’s degree program.

Experience

Work requires one year of experience in event planning and project management to acquire the skills necessary to plan, coordinate, and implement various program activities and events OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills

• Proficient in the use of computer databases and PowerPoint, Excel, and Word

• Boasting strong writing and communication skills that ensure clear and effective conveyance of information

• Demonstrated knowledge and ability in efficiency and time management regarding meeting regular, simultaneous deadlines for various individuals and units

• Must be detail-oriented

• A proven capability to work comfortably with administrators, faculty, and staff at all levels

• With skills and motivation to interact effectively with a wide variety of people of diverse professional and cultural backgrounds and political views, fostering inclusivity and adaptability

• Proven ability to work collaboratively as an integral part of a multi-disciplinary team

• Sound judgment, a high level of personal and professional confidence, and strong interpersonal, diplomatic, and communication skills

Job Code: 00002321 PROGRAM COORD
Job Level: 10

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