Duke Chapel seeks applicants for the position of Visitor Relations Specialist for Weddings/Wedding Coordinator. A full-time position with responsibility for oversight of all marketing, scheduling, and contracting for Chapel Weddings in consultation with Chapel Staff. The flexible work schedule must include evenings and weekends. As part of the Visitor Relations Team, this position requires a commitment to generous customer service while also maintaining the rigorous requirements and expectations needed for Chapel Weddings.

Wedding ceremonies are a signature offering at Duke University Chapel. To schedule a wedding, blessing ceremony, or reaffirmation of wedding vows, one member of the couple, or one of their parents or grandparents should be a current full-time Duke student, a graduate of Duke University, or a current full-time Duke employee. The Chapel extends wedding eligibility to current members of the Board of Trustees and to faculty and staff who retired from Duke after fifteen or more years of continuous service to the university, and to their children and grandchildren.

The Visitor Relations Specialist for Chapel Weddings (Wedding Coordinator) is the first point of contact for all would-be wedding parties.

Visitor Relations Specialist for Chapel Weddings/WEDDING COORDINATOR

(25%) Reservation Management

The Wedding Coordinator manages all inquiries and communications via email/telephone/in-person meetings, and maintains timely follow up protocols. This includes: Conducting Virtual Sign-ups monthly via emails; Confirming eligibility; Issuing and Managing initial/revised Wedding Contracts; Receiving, processing, and reconciling Check/Credit Card Payments; Accurate documentation in the Chapel Wedding Tracking Spreadsheet.

(20%) Calendar Management

The Wedding Coordinator position establishes and maintains open communication with internal and external partners on campus. This includes: Updating and maintaining Chapel Calendar for weddings and rehearsals; Securing available wedding dates from Chapel Schedule via monthly canvassing of Chapel Staff; Maintaining relationships with Duke University events teams and reception venues; Coordinating the distribution of opportunities for the Chapel Wedding Directors and assistants for each wedding; Scheduling Chapel Wedding Day Staff, Asst. Wedding Director, VRA and Security Person (as needed).

(20%) Wedding Party Assistance

This position directly assists each wedding party by creating and opening the Wedding Couples’ Portals for direct communications and access to FAQ’s; Maintaining Chapel Wedding preferred vendors’ lists; Advising and Scheduling Tech Services, Parking Services, the Organist via Chapel Music Department; Scheduling Chapel Wedding Directors and Wedding Assistants. This position also reviews and archives the notes, evaluations, and other materials generated by each wedding. The position supports wedding parties on the day of their ceremony, providing important coordination of the families, guests, and the Director and Assistant for each wedding. The Wedding Coordinator ensures that all Chapel policies are fully enforced and maintains the Chapel Wedding Registry.

(10%) Marketing Weddings

Working with the communications team at the Chapel, the Wedding Coordinator assists in all aspects of marketing related to Chapel Weddings, creating content for social media and providing monthly updates with timely photos and videos.

(20%) Visitor Relations

The Wedding Coordinator is also a member of the Visitor Relations team tasked with creating a welcoming presence for visitors to the Chapel during public open hour, university events, worship services, and life events. Specific duties include monitoring visitors, maintaining a clean environment, and answering visitor questions as needed.

(5%) Other Duties as Assigned

Experience

Work generally requires three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities. OR and equivalent combination of education and relevant experience.

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.