Overview
STAFF ASST Jobs in Durham, NC at Duke University
Full Job Description
Duke University Chapel seeks applicants for the position ofStaff Assistant for Chapel Weddings and Hospitality.
A full-time position with responsibility for oversight of all scheduling and contracting for Chapel Weddings, Memorials, Tower Climbs, and other events held in the Chapel Sanctuary in consultation with the Hospitality Manager and Chapel Staff. This position requires a commitment to generous customer service while also maintaining the rigorous requirements and expectations needed to maintain the Chapel as a beloved location at the heart of the campus of Duke University.
With more than 300,000 visitors and 200 events & religious services scheduled each year, the Chapel offers special events, tower climbs, weddings, and memorial services to eligible individuals and campus partners to fulfill our mission. The Chapel is a nationally recognized institution with a vibrant faith community, engaged in serving the campus, the community, and an international network of friends and alumni online. Our commitment to professional hospitality is unwavering.
The ideal candidate will demonstrate excellent communications skills, both oral and written, attention to accuracy and detail, and thoughtful collaboration, evidenced by no less than 3 years of experience as an administrative assistant. Position may require occasional evenings and weekends.
WORK EXPECTATIONS
(30%) Space Reservation Management (12 hours/week)
Filter all inquiries and communications via email/telephone/in-person meetings and maintain timely follow-up protocols. Communicate with other staff members to ensure follow up. Activities include but are not limited to: (1) Reservations for Weddings: Conducting Virtual Sign-ups monthly via emails; Confirming eligibility; Issuing and Managing initial/revised Wedding Contracts; Receiving, processing, Check/Credit Card Payments; Scheduling Chapel Wedding Directors and Wedding Assistants; and maintaining accurate documentation in the Chapel Wedding Tracking Spreadsheet. (2) Scheduling Tour Climbs and securing consent forms. (3) Memorial services: direct requests to the Ministry Team. (4) Special Events as needed. (5) Coordinate the distribution of opportunities for the Chapel Wedding Directors and Assistants for each wedding.
(20%) Chapel Calendar Support (8 hours/week)
At the direction of the Hospitality Manager, maintain open, timely, and accurate communication with internal and external partners; Secure available wedding dates from Chapel Schedule via monthly canvassing of Chapel Staff; Maintain professional relationships with Duke University events teams; . Assist the hospitality manager as needed to keep the Chapel calendar current.
(25%) Documentation (8 hours/week)
This position directly assists the Hospitality Manager by supplying access to FAQ’s for weddings, events, tower climbs, and memorials. For example, Maintaining preferred vendors’ lists; Scheduling Chapel Wedding Directors and Wedding Assistants. This position also reviews and archives all notes, evaluations, and other materials generated by each wedding and event held in the Chapel Sanctuary, providing quarterly reports to the Hospitality Manager.
(20%) Assist Visitor Relations Team (8 hours/week as needed)
In the event of a cancellation or special circumstance, this position will fill in for members of the Visitor Relations Team. Specific duties inclu…
Title: STAFF ASST
Company: Duke University
Location: Durham, NC
Category:
