Operations and Events Specialist (Staff Assistant), Duke Innovation & Entrepreneurship

Duke Careers • Durham, NC

9d • $20 - $31

About The Position

The Operations and Events Specialist (Staff Asst., level 9) is responsible for the operations, administration, and event execution duties in support of Duke Innovation & Entrepreneurship (I&E) programs. This role ensures seamless program delivery through coordinated event logistics, financial administration, and effective office operations. The position requires strong organizational skills, attention to detail, and the ability to collaborate across teams while managing multiple priorities. This position reports to the Managing Director of Co-curricular Programs.

Requirements

• You will be proactive and dependable, with the ability to work independently with minimal supervision.
• You will have strong attention to detail and organizational skills. You are a clear communicator with a service-oriented mindset.
• Comfortable learning and using new software platforms (e.g., CVENT, Basecamp, Qualtrics, Canva).
• You can balance recurring administrative tasks with fast-moving event cycles.
• You are a team player who brings positivity and follow-through to collaborative work.
• You are willing to work flexible hours on occasion to support effective program/event delivery.
• Bachelor’s degree required or an equivalent combination of education and relevant experience.
• 2–4 years of experience in administrative support, office operations, event coordination, or a related role; experience in higher education or nonprofit environments preferred.
• Strong organizational skills with exceptional attention to detail.
• Clear written and verbal communication skills with a service-oriented mindset.
• Ability to work independently while collaborating effectively across teams.
• Proficiency with standard office technology and productivity tools.

Nice To Haves

• Experience using or learning platforms such as CVENT, Basecamp, Qualtrics, and Canva.
• Familiarity with financial processing, reimbursements, purchase orders, or budget tracking.
• Flexibility to work occasional evenings or weekends to support program and event delivery.

Responsibilities

• Coordinate end-to-end logistics for I&E events, including room reservations, catering, signage, multimedia, agendas, speaker schedules, invitations, printing and day-of support.
• Liaise with speakers, participants, vendors, and internal partners to confirm arrangements and ensure necessary financial and facility preparations are in place.
• Partner with the marketing team to support event promotion, manage invitations, track registrations and responses, send reminders, and respond to event-related inquiries.
• Manage onsite event execution, including space setup/reset and guest support; occasional evening and weekend hours required.
• Process receipts, reimbursements, invoices, accounts payable requests, and purchase orders.
• Track and administer student awards and program funding.
• Monitor financial transactions and liaise with central finance offices to ensure timely and accurate processing.
• Serve as the primary point of contact for the Duke I&E Bullpen, welcoming students and visitors, answering inquiries, directing guests, and presenting a positive image.
• Maintain daily office operations, including opening the space, room setup/reset, supply management, mail distribution, phone coverage, and coordination with facilities, IT, mail, and other Duke services.
• Organize and maintain shared files and documentation across Box, Wiki, and Basecamp.
• Perform other related duties incidental to the work described herein.

Benefits

• Duke's competitive benefits package, including health insurance plans, generous paid time off, retirement programs with employer contributions, tuition assistance for employees and their children, and more.
• Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees