Established in 2002 as a research and education center based at Duke University's Fuqua School of Business, the Center for the Advancement of Social Entrepreneurship (CASE) prepares leaders and organizations with the business skills needed to achieve lasting social change.
The Operations and Events Specialist will be responsible for providing executive support, office management, and events coordination. The role will include typical administrative and basic financial management duties as well as managing events planning and logistics. The Operations and Events Specialist will regularly be required to resolve diverse and advanced administrative problems independently, to manage complex logistics for a variety of stakeholders, and to complete assigned projects effectively. The Operations and Events Specialist will work closely with all CASE personnel and will report to the CASE Executive Director.
- Coordinate schedules and logistics for CASE events, including, but not limited to:
- Student-focused events such as brown bag speakers, presentations, etc.
- Major events such as CASE Speaker Series, executive education convenings, conferences, award lectures and fundraising events.
- Coordinate arrangements for events, including drafting invitations, liaising with speakers and participants; arranging and coordinating speaker schedules; setting agendas; managing facilities, catering, and multimedia; ensuring necessary financial arrangements, etc.
- Manage event promotion, track responses, send reminders and respond to questions.
- Manage onsite logistics and coordination during events (will include occasional evening or weekend hours).
- Coordinate CASE calendars, schedule and coordinate team meetings, provide notetaking and manage action items stemming from meetings as appropriate.
- Manage the schedule of the CASE Executive Director and Director of Programs, including setting up global teleconferences and coordinating with individuals (both internal and external) to schedule meetings. Conduct research and prepare materials for use in meetings, as requested.
- Organize domestic and international travel for CASE faculty, staff, and guests, including flight, hotel, and transport arrangements, as well as visa applications where applicable.
- Staff the CASE front desk and serve as the face of the CASE team. Answer and screen telephone calls, emails, and visitors; respond to routine questions in accordance with general instructions; and route inquiries to appropriate staff or faculty members.
- Assist with customer service for CASE Smart Impact Capital, CASE’s online education tools for impact entrepreneurs. Screen and route customer questions; provide log-in and password information; invoice customers and manage cash collection.
- Manage CASE’s CRM database, including collecting data, conducting data entry, and producing reports for CASE contacts and metrics.
- Perform general office management tasks including maintaining/ordering office supplies; organizing, updating and maintaining files and other materials; coordinating services for efficient operation of the office (facilities, mail, office equipment, etc.).
- Process receipts, invoices, and reimbursements for CASE activities.
- Assist in grant proposal and management including reviewing financial reports/statements received; checking and comparing these against supporting documentation and bringing significant changes or omissions to the attention of CASE leadership, processing all corrections, preparing reports, and coordinating with grants managers across Duke University as appropriate.
- Complete paperwork and coordinate processing of student fellowships, internship funds, and other awards.
Skills and Qualifications
- College degree or at least 3 years of relevant experience preferred (relevant experience includes office and database management, administrative support, events management). Preference given to candidates who have worked in administration in a university setting.
- Self-starter and willingness to take initiative and see projects through to completion independently.
- Strong written and oral communication skills, and customer-service mindset.
- Ability to set priorities, organize and manage multiple planning tasks simultaneously, rigorous attention to detail, and consistent follow-through.
- Utmost professionalism, positive attitude and ability to interact effectively with a range of constituents.
- Willingness to work flexible hours on occasion in support of effective program / events delivery.
- Comfortable with or willingness/capacity to learn new software applications (e.g., Word, PowerPoint, Excel, Salesforce, project management tools such as Basecamp, website design tools such as WordPress,).
See the full position description and information on how to apply at https://hr.duke.edu/careers (search for Requisition Number 401366152)