Program Coordinator, Hospitality

• Schedule and coordinate funerals, memorial services, baptisms, tower climbs, internal events, and other Hospitality-supported programs.
• Provide day-of event support and oversee logistics for funerals, memorials, graduations, and other assigned events.
• Collaborate with Chapel departments to ensure effective planning, communication, and execution of events.
• Manage inquiries received through the DukeChapel@duke.edu email account and direct requests to appropriate resources when needed.
• Maintain the Chapel calendar in partnership with the Director of Hospitality.
• Track visitor data and maintain accurate reports and records.
• Manage Hospitality inventory, including visitor information materials and printed resources.
• Support an exceptional visitor experience by ensuring hospitality services are delivered with professionalism and care.

• Oversee docent operations, including scheduling, recruitment support, tour coordination, and collaboration with the Head Docent.
• Provide day-to-day supervision, scheduling, and coordination of Visitor Relations Assistants (VRAs) and wedding staff.
• Communicate schedules, assignments, and operational expectations to staff members.
• Serve as a first point of contact for routine staffing and scheduling questions.
• Coordinate staffing adjustments and communicate event-related updates.
• Escalate significant operational or personnel concerns to the Director of Hospitality.
• Provide front desk coverage as a Visitor Relations Assistant when needed.

• Coordinate wedding ceremonies and Rehearsal/Orientation Visits (ROVs) from inquiry through event completion.
• Serve as a primary point of contact for engaged couples throughout the planning process.
• Manage inquiries received through the chapelweddings@duke.edu email account.
• Conduct tours and planning meetings for prospective and confirmed wedding couples.
• Administer monthly wedding sign-ups and coordinate scheduling adjustments when dates become available.
• Process wedding payments and maintain accurate financial and event records.
• Coordinate parking, wedding logistics, and operational details with couples and vendors.
• Partner with Chapel Music and other departmental teams to support wedding-related needs.
• Coordinate Wedding Directors and Wedding Assistants to ensure proper staffing for ceremonies.
• Serve as a backup Wedding Director or Wedding Assistant when necessary.
• Foster positive relationships with prospective couples and support efforts to expand wedding services at Duke Chapel.

• Maintain accurate Hospitality, wedding, visitor, and event records.
• Manage calendars, databases, files, and departmental documentation.
• Support communications, follow-up, and customer service activities related to events and hospitality services.
• Assist with special projects, departmental initiatives, and strategic priorities as assigned.
• Perform additional responsibilities in support of Chapel operations and visitor engagement.

• Demonstrated experience coordinating events, hospitality services, customer-facing programs, or similar operational activities.
• Strong organizational and project management skills with the ability to balance multiple priorities.
• Experience managing schedules, calendars, records, and event logistics.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact professionally with diverse audiences.
• Ability to work collaboratively across departments and maintain strong working relationships.
• Proficiency using technology and administrative systems to manage communications, scheduling, and records.

• Experience planning weddings, ceremonies, hospitality programs, or special events.
• Experience supervising staff, student employees, volunteers, or event teams.
• Knowledge of customer service and hospitality best practices.
• Experience working in higher education, faith-based organizations, cultural institutions, or nonprofit environments.
• Ability to remain calm, professional, and service-focused in dynamic event settings.

• Develop expertise in event management, hospitality operations, and client engagement.
• Build relationships with university leaders, community members, visitors, and event partners.
• Strengthen supervisory, scheduling, and operational leadership skills.
• Gain experience coordinating milestone events, ceremonies, and large-scale visitor experiences.
• Contribute to innovative hospitality initiatives that enhance the Duke Chapel experience.

• Competitive compensation and comprehensive benefits.
• Opportunities for professional growth and development.
• A collaborative and mission-driven work environment.
• The opportunity to contribute to one of Duke University's most visible and impactful institutions.
• Meaningful work that supports life events, celebrations, worship services, and community engagement.

Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $45,661.00 to USD $73,140.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.