Conference & Events Coordinator

Work Site Location: Coeur d' Alene Campus
Work Schedule: This benefited position is full-time, year round

Excellent benefits, including retirement

Job Summary:
The purpose of this position is to coordinate the scheduling, general logistics, and interdepartmental communications regarding events, meetings, and/or other activities on campus. This position also coordinates front of house activities for Schuler Performing Arts Center and other large events that take place in NIC facilities.

Job Duties:


This list includes, but is not limited to the following:

• Serves as the scheduling point-of-contact and initial liaison between contractors, organizers, faculty, staff, and administrators with regards to the logistical operations and support of multiple programs and events.
• Communicates fundamental needs with external clients and internal departments from booking through post-event closeout.
• Communicates regularly with facility managers and other operations personnel to ensure event and activity needs are known and met.
• Monitors deadlines of departmental and client billing within the 25live scheduling system.
• Provides information on aspects of planning and coordination with respect to schedules, anticipated costs, logistical requirements, and other related issues.
• Catalogs program/event histories, budget considerations, contractual provisions, and planning committee recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, and on-site management.
• Gathers and organizes information, creates reports, assesses data and makes recommendations for resource allocation to department leaders.
• Assists in the design and preparation of various marketing materials, including brochures and flyers, for scheduled meetings, activities, and events.
• Distributes communications to NIC departments that need to know of campus activities and events.
• Acts as a lead for part-time and student staff, including Performing Arts Center ushers. These responsibilities include, scheduling, training, mentoring, overseeing work, making hiring and performance management recommendations and providing regular staff communication regarding operations.
• Coordinates front of house event activities at Schuler Performing Arts Center including assisting clients, contractors and vendors, arranging for set-up of house and lobby for events, and coordinating with Box Office personnel to ensure proper ticketing/voucher systems are in place and appropriately used per the event needs.
• Creates and catalogs Performing Arts Center client confirmations, contracts and invoices.
• Coordinates Performing Arts Center event concessions, including stocking, sales, record-keeping, and reporting.
• Participates in budget planning, as needed.
• May assist in or contribute to the planning, coordination, development, and implementation of long-range goals and objectives for department.
• May work evenings and weekends, as required, for scheduled events.
• Maintains a positive, helpful, constructive attitude and work relationship with supervisor, college staff, students, and the community.

Marginal Duties

• Performs other duties as assigned.

Minimum Qualifications
Education and Experience : Bachelor's degree from a four-year college or university and a minimum of two years of full-time related experience and/or training required; or equivalent combination of education and experience is required, i.e. an Associates degree and four years full-time related experience, or a high school diploma/GED and six years full-time related experience.

Knowledge, Skills, and Abilities:
• Working knowledge of facilities use planning including cost planning and invoicing procedures
• Knowledge of and ability to use Events Management Systems (EMS), such as 25Live and Cardinal Sync, or similar scheduling system
• Understanding of record-keeping systems
• Excellent time management skills
• Strong written and verbal communication skills
• Proficient in using Microsoft Office applications
• Ability to operate standard office equipment including phone and copier

Employment is contingent upon successful completion of background check

All application materials must be uploaded and the application completed prior to the close date

Advertised: May 14, 2021 Pacific Daylight Time
Applications close: May 28, 2021 11:55 PM Pacific Daylight Time