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

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America's leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Operations and Events Specialist (Staff Assistant)

Occupational Summary

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.

Work Performed

Events Coordination

• 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.

Financial Management

• 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.

Office Management

• 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. 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.

Education & Experience

- 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.

Skills & Competencies

- 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.

Preferred Skills

- 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.

Duke Innovation & Entrepreneurship (Duke I&E) empowers the Duke community to lead with creativity, resilience, and impact. From launching ventures to tackling big challenges, we help you think boldly and act with purpose. A hub of programs, faculty, and global connections-born from Duke Interdisciplinary Studies and Fuqua-we equip innovators to shape the future by taking action on their bold ideas.

Duke I&E is home to the largest certificate programs at Duke, open to students across the university-from first-year undergraduates to PhDs. Our educational offerings are built upon real-world experiences-students learn by doing, partnering with startups and other clients, as well as working on their own ventures.

Beyond the engaging work, you'll also benefit from 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.