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Events Coordinator, Senior

Employer
Northern Arizona University
Location
Arizona, United States
Salary
Salary Not specified
Posted Date
Jun 30, 2022

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Position Type
Administrative, Business & Administrative Affairs, Conference & Special Event Administration
Employment Level
Administrative
Employment Type
Full Time
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Events Coordinator, Senior

Location: Arizona K-12 Center
Regular/Temporary: Regular
Job ID: 606447
Full/Part Time: Full-Time

Workplace Culture

NAU is a community devoted to student success and sustained by an unshakable commitment to our shared mission, vision, and values. We—faculty, staff, and administrators—thrive by combining our efforts and working side by side to further NAU's culture of excellence.



Special Information

  • To be considered please submit complete application, which includes: NAU application; a cover letter outlining interest in the position and how past experience matches with the job requirements; and a resume.
  • This position requires travel, with evening and weekend work included to fulfill all necessary obligations.


Job Description

The Arizona K12 Center at Northern Arizona University is part of the College of Education and located in Phoenix, Arizona. The Arizona K12 Center provides professional learning opportunities for Arizona's K-12 teachers and is seeking an Events Coordinator, Senior. This position coordinates and supports phases of planning for the Center's events, primarily the coordination of logistics around our National Board and Beginning Teacher work. It is expected that the Events Coordinator, Senior will work collaboratively with staff in the execution of the Center's professional learning programs. The successful candidate will have a deep commitment to the work of the Arizona K12 Center and the teachers we serve.

Program Coordination
  • Provides logistical coordination of meetings, trainings, and events related to the professional learning provided by the Arizona K12 Center. This includes, but is not limited to, providing logistical support, material preparation, equipment packing/unpacking, participant, and trainer assistance, coordinating details in relation to venues, catering, audio visual, accommodations, transportation, trainers, and speakers.
  • Collaborates with assigned Program Director(s) to ensure the necessary logistics to the event outcomes are addressed.
  • Plans and executes events and tracks attendance through scheduling, coordination of internal/external resources, and transaction initiation.
  • Follows standard event planning principles and guidelines to effectively resolve issues.
  • Collaborates with Asst Director of Operations throughout the RFQ process.
  • Collaborates with the Assistant Director of Operations and the Financial Oversight Manager to ensure programmatic and budget accountability.
  • Coordinates event logistics which includes: venue, catering, audio visual, facilitators, transportation, materials, etc.
  • Attends university trainings, as well as stays current with related and relevant policies.

Event Management
  • Manages budgets and ensures fiscal accountability for assigned events.
  • Handles scheduling and resource tracking for the event planning team.
  • Assists staff members to facilitate and reconcile participants registrations and fees.
  • Develops, updates, and reports out on budget financial sheets for assigned events.
  • Provides on-site support for assigned events which includes event set-up/tear down.
  • Tracks attendance at events to determine methods to improve overall engagement.
  • Materials preparation.
  • Transports materials and provides event setup and tear down.
  • Understands and applies knowledge of appropriate handling of event data and information.
  • Helps promote events to ensure strong attendance.
  • Orders and reconciles event-related purchases.
  • Onsite for assigned events to provide logistical and event support.
  • Ensures website accuracy and relevancy for all assigned events.
  • Maintains organization and cleanliness of assigned onsite event spaces, including inventory of equipment.

Communication
  • Communicates regularly with participants using email marketing software.
  • Provides technical assistance to candidates as questions arise about National Board Certification.
  • Manages event and attendee information using the Center's content management system.
  • Communicates with clients and trainers to ensure program logistics and needs are adhered to.
  • Meets regularly and works in collaboration with the Program Directors of assigned events to ensure events meet the intended outcomes.
  • Keeps leadership apprised of developments and/or concerns as they arise.
  • Adjusts to changing needs of university operations, federal policies, or needs to provide specialized or individual reports.

Support
  • Works collaboratively with event planning team and program directors to support the work of others as needed.
  • Manages and provides technical support in the Center's Professional Learning Center Studio.
  • Provides support to coordinator team and Asst Director of Operations.
  • Provides back-up assistance for the Executive Assistant.

Other
  • Other duties as assigned.


Minimum Qualifications

  • Associate's or Bachelor's degree
  • 3-5 years relevant experience in event planning and/or project coordination
  • Valid Arizona Driver's License


Preferred Qualifications

  • Experience working with diverse groups and K-12 educators.
  • Proficient knowledge and use of the Mac platform.
  • Experience working in a fast-pace, team-oriented environment.
  • Experience working with audio-visual equipment.


Knowledge, Skills, & Abilities

  • Advanced knowledge of event planning tools, processes, and policies.
  • Knowledge of processes for engaging and recording feedback from event attendees.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) in a Mac environment.
  • Planning, organizing, coordinating, and facilitating skills.
  • Event planning skills.
  • Excellent people skills.
  • Excellent organizational skills.
  • Outstanding customer service skills.
  • Experience using online platforms (Zoom).
  • Analyzes non-routine situations and anticipates issues.
  • Demonstrates strong problem solving, organizational, and analytical capabilities.
  • Ability to drive a cargo van and/or small box truck.
  • Balances competing priorities.
  • Ability to meet deadlines using effective time management skills.
  • Communicate effectively.
  • Promotes a diverse, inclusive environment.
  • Be able to move and transport laptop/iPad carts containing upwards to 30 devices each, lift a minimum of 25 pounds, and tape down power cords at event venue.
  • Working knowledge of electronic mail and calendars in an Apple environment including Microsoft Word, Excel, PowerPoint and other software such Survey Monkey and ability to run, analyze, and summarize computer-generated reports.
  • Demonstrated commitment to excellence, honesty, transparency, and high levels of collaboration.
  • Must be a detail-oriented self-starter with demonstrated ability to work independently and manage multiple projects and priorities to meet aggressive timelines and challenging deadlines with minimal staff support.
  • Deep commitment to professional learning and with the knowledge and ability to champion the Arizona K12 Center, the College of Education, and Northern Arizona University.


COVID-19 Vaccine Requirement

As of 12/10/21, the Safer Federal Workforce employee vaccination requirement is currently suspended pending the outcome of a federal court-issued injunction. This injunction has suspended the recent executive order issued by President Biden requiring all employees of federal contractors to receive COVID-19 vaccinations. For current status of the vaccine requirement and/or questions, please visit FAQs for Employee Vaccination Requirement.

Background Information

Northern Arizona University requires satisfactory results for the following: a criminal background investigation, an employment history verification and a degree verification (in some cases) prior to employment. You may also be required to complete a fingerprint background check. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary

Salary range begins at $47,634. Annual salary commensurate with candidate's qualifications and related experience.

FLSA Status

This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time worked.

Benefits

This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the Human Resources benefits website. Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days. If your position includes the supervision of a benefit-eligible employee, we offer the NAU Supervisors Academy for you to complete within your first 2 years.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Application Deadline

July 13, 2022 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process please contact the Office of Equity and Access at: 928-523-3312/TDD - 928-523-1006 or PO Box 4083, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

EEO is the Law Poster and Supplements

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.



To apply, visit https://hr.peoplesoft.nau.edu/psp/ph92prta/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=606447&PostingSeq=1


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