Events Coordinator

Primary Function

NIU Naperville is operated by the Division of Outreach, Engagement & Regional Development and functions as a University off-campus Regional Center providing classroom space and support for NIU courses during evenings and Saturdays and as a conference center during weekdays, Saturdays and sometimes Sundays.

The individual in this position will provide core assistance across all of NIU Naperville’s operations including office, facility, conferencing and catering operations. In addition, this person will serve as the main point of contact at NIU Naperville’s Front Desk and will triage student, faculty and client needs and coordinate staff assistance. Finally, this individual will be responsible for assisting with a variety of projects related to Regional Center initiatives. The individual in this position will functionally replace the last person in this position number but with expended duties and schedule. This individual will work closely with the NIU Naperville Office Manager, Education Center Operations Supervisor and Superintendent of Operations, and will report to the Director of Institutional Conferencing.

This individual must be reliable and conscientious, a good problem solver, able to supervise other support staff and provide direction when needed. This individual should have excellent communication skills and be able to work effectively with a diverse user population and internal staff at all levels. This individual needs to possess excellent customer service skills and be able to function as a key part of a team.
Duties and Responsibilities (generally)

• Front Desk Services: Provide assistance to clients, students, faculty, tenants and the general public.
• Conference Center Services: Handle client inquiries, check availability, book and detail meetings/events, generate contracts, post inquiries in the software system. Complete all turnovers and ensure everything requested for events has been set up and provided.
• Oversee Catering Operation: Greet clients prior to events, confirm all catering set ups are complete and reflect our standards, assist staff with décor set ups for Receptions of Special Events, and assist catering staff in the set up and clean-up of morning, afternoon breaks, receptions, dinners and replenish breaks as needed.
• Special Project Assistance: Provide assistance for off-campus credit program projects at the direction of the Director of Outreach Operations or designee, provide assistance with projects related to Regional Center Client Activity, as well as Sales and Marketing initiatives; provide assistance to Marketing Coordinator with promotions and social media, including submission of photos about events and staff for the Conference Center Facebook page, and promotional emails/newsletters.
Minimum Required Qualifications for this position

1. High School graduation or equivalent.
2. Any combination totaling four (4) years (48 months) from the following categories:
A. Progressively more professional work experience in event coordination.
B. College course work in any discipline, as measured by the following conversion table or its proportional equivalent:
- 60 semester hours equals one (1) year (12 months)
- 90 semester hours equals two (2) years (24 months)
- 120 semester hours equals three (3) years (36 months)
Specialty Factors (Additional Required Qualifications)

Education and Experience Preferred

- Experience in the Hospitality Field and/or a related degree
List the knowledge, skills, and abilities critical to the performance of this position.

REQUIRED SKILLS
- Basic computer skills
- Flexible work schedule but hours and days may vary
- Ability to multi-task
- Experience working at a Conference Center
-Proven Customer Service
Working Hours
Monday – Wednesday 2:00 pm – 8:30 pm, Friday – Saturday 6:45 am – 4:00 subject to change based upon staff schedules and operational needs.
Minimum Pay Rate (Hourly or Monthly)
$16.72/hour
Hiring Rate Information

Actual hiring rate is commensurate with experience, education, and internal equity; position includes a robust benefits package to eligible applicants.

Posting Date
08/24/2021
Closing Date
09/22/2021
Priority Review Date

Special Instructions to Applicants

• Fully complete the Education and Work History sections of the application. Be specific on your entire work history, including employment dates and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position, however, it will be converted to a full-time equivalency to determine combined length of experience.
• If you have education and/or training in excess of what is required, we encourage you to upload your unofficial transcripts.
• After the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification, including any specialty factors associated with this particular position.
• Please monitor your e-mail for further information regarding your application. Emails will be generated from jobs@niu.edu and CivilServiceTesting@niu.edu. Please add these emails to your address book to ensure timely delivery of any future communication.
• We STRONGLY recommend that contact information used in your online profile be personal use, not professional/work information: personal email address, home address, and phone numbers. The information you provide is used to make contact on search updates, department referrals and interviews, etc. We must be able to relay sensitive and important information in a way that protects your privacy concerning job search activity, now and in the future.
• The Civil Service examination for this classification is a Credentials Assessment, and is based on your application materials as submitted for this posting. If you meet the minimum required qualifications for this position, you will receive a score based on your education and experience, and your name will be placed on the active employment register. After the application deadline, the names within the top three scores will be referred to the hiring department for interview.
• If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application in order to receive the maximum eligible points on the Civil Service examination.
• Click on Event Coordinator for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
• Please click Human Resource Services – Benefits for detailed information about Northern Illinois University’s benefits package.
• Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Link to Department Homepage
Conferences Event Management
Physical Demands

This position is located out of the Naperville, IL. campus

Assisting with shipments and light lifting
EEO Statement

In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ancestry, sex, religion, age, physical and mental disability, marital status, veteran status, sexual orientation, gender identity, gender expression, political affiliation, or any other factor unrelated to professional qualifications, and will comply with all applicable federal and state statutes, regulations and orders pertaining to nondiscrimination, equal opportunity and affirmative action.

The following person has been designated to handle inquiries regarding the non-discrimination policies:

Ethics and Compliance Officer, Title IX Coordinator
Health Services 230
TitleIXCoordinator@niu.edu
815-753-5560
Is Background Check Required
Yes
Visa Policy

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

ADA Accommodation

NIU remains committed to ensuring that its recruitment and application procedures include full opportunities for applicants with disabilities. Employment opportunities will not be denied to anyone because of the need to make accommodations for a person’s disability during either the application or interview process. An applicant who believes they require an accommodation to participate in the employment process due to a disability may request that accommodation through the Accommodation Request Form . For further assistance, please contact the office of Affirmative Action, Equal Opportunity and Education ( AAEOE ) at ada@niu.edu .

Clery Act Information

NIU provides information regarding campus security, personal and fire safety, including topics such as: crime prevention, emergency response procedures and crime reporting policies, in addition to crime and fire statistics for the most recent three calendar years. The Annual Security Report containing security and safety information is available at www.safety.niu.edu/clery or by contacting the University Police Department and Public Safety Department at 815-753-9628 to receive a hard copy. The Annual Fire Safety Report is available at www.niu.edu/clery/fire_report.pdf or by contacting the Environmental Health and Safety Department at 815-753-0404 to receive a hard copy.

Quick Link
https://employment.niu.edu/postings/58880
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * What is the highest level of education attained?
   • GED
   • High School Diploma
   • Associates Degree
   • Bachelors Degree
   • Masters Degree
   • PHD
2. * How many years of professional work experience you do have in event coordination?
   • 0-1 year
   • 1-2 years
   • 2-3 years
   • 3-4 years
   • 4-5 years
   • 5 or more years
3. Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or resume.
   
   (Open Ended Question)
   
   

Applicant Documents
Required Documents

1. Resume/Curriculum Vitae

Optional Documents

1. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
2. Transcripts (unofficial with official required at hire)
3. Transcripts #2 (unofficial with official required at hire)
4. Transcripts #3 (unofficial with official required at hire)