Events Manager

 

Events Manager

Location: Inst Tribal Environmental Prof
Regular/Temporary: Regular
Job ID: 607212
Full/Part Time: Full-Time

Workplace Culture

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.



Special Information

 

 

 

• This position is a hybrid position which allows the incumbent to complete their work at both an NAU site, campus, or facility and at a non-centralized site with or without accommodation.
• This position is subject to the availability of funding. The incumbent is not eligible for Service Professional non-renewal notice.

 

Job Description

The Institute for Tribal Environmental Professionals' (ITEP) mission is to strengthen tribal capacity and sovereignty in environmental and natural resource management through culturally relevant education, research, partnerships and policy-based services. This mission is achieved through a number of programs that are supported by cooperative agreements and grants from federal agencies and other partners. This position will oversee conference planning and event support functions to help advance the mission of ITEP.

The ITEP Events Manager position is responsible for overseeing all aspects of event planning and delivery for several in-person, hybrid, and virtual conferences and events. These events can vary in size from 50 to 2,000 participants and take place in various locations throughout the United States. The Events Manager works under the supervision of the ITEP Co-Director, and collaborates closely with other ITEP managers, external partners, NAU departments, and outside vendors to ensure all tasks are executed according to schedule, and in accordance with ITEP and NAU policies and procedures.

Event Planning/Logistics - 60%

 

 

 

• Manages pre-conference planning including reviewing event budget, timeline/schedule, and format/delivery considerations, researching venue options and service providers, soliciting proposals and quotes for contracted services and venues.
• Identifies risk management concerns and prepares summary reports for planning team.
• Oversees and manages detailed information and documentation system for planning & coordination purposes and oversees implementation of virtual tools for conference activities or management needs.
• Oversees all event logistics and execution including managing needs for meeting space, staffing/volunteers, supplies and equipment, schedules, transportation, lodging, event registration, exhibitor support, shipping/receiving, and other needs specific to virtual conferences, etc.
• Serves as ITEP lead representative during events by ensuring all aspects of events are implemented and monitored according to plans, responding to and resolving emergency situations and/or patron problems, including medical emergencies or security incidents. Serves as on-site liaison for event attendees and event venue/service providers.
• Monitors the work of subordinates, either in full or in part, including administrative support staff, part-time temporary and/or student staff, and others on a project-specific basis, and provides training and guidance on required tasks and activities.
• Coordinates event marketing and promotion needs by implementing standards, templates, or guidelines for marketing materials such as flyers, websites, email templates, graphics and logos, posters, etc.
• Solves complex event issues as they arise using experience and independent judgment to find a resolution.

Customer Service - 25%

 

 

• Serves as the primary point of contact for ITEP conferences. Maintains direct contact with personnel of various outside organizations and NAU departments associated with planning conferences and events.
  • Examples include: NAU Contracts and Purchasing Office, local Convention & Visitors Bureaus or other location-specific contacts, meeting & lodging facility representatives, private service providers (transportation/charters, A/V, food service, shipping/receiving, etc.).
• Oversees customer service activities, including establishing protocols and preparing required information, communicating event details via phone, email, and website to customers.
• Supports event development by recommending strategies for revenue generation, establishing partnerships with local communities and organizations (such as CVBs) and conducting market research for prospective event locations and venues.

Billing Reconciliation - 10%

 

 

• Prepares settlement of event billing details by reviewing invoices and receipts, identifying missing or required information, and determining fiscal accuracy of fees; provides detailed findings and supporting documentation to ITEP Budget Office to finalize requisition and payment process.
• Manages centralized system for collecting, tracking, and processing event registrations, payments, invoices, and orders.
• Coordinates pre- and on-site registration, including fee processing and collections, ticket or promotional item sales, and other transactions for customers associated with events (such as attendees, vendors, etc.); maintains documentation for audit and reconciliation purposes, and to prepare final expense/revenue summaries; oversees setup and documentation for handling sales including training staff and reconciling transactions.

Other - 5%

 

 

• Perform other duties as assigned.

 

Minimum Qualifications

 

 

 

• Bachelor's degree in Business Administration, Hospitality or Event management, or related field.
• 1-2 years of project management experience.
• 2-4 years of relevant experience.
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

 

Preferred Qualifications

 

 

 

 

• Master's degree in Business Administration, Hospitality or Event management, or related field.
• Four to six years of facility and/or service administration and event management experience; OR,
• Seven years of progressively responsible experience in facility and/or service administration and event management.
• Valid AZ Driver's license.

 

Knowledge, Skills, & Abilities

Knowledge

 

 

 

• Knowledge of in-person professional conference or event planning activities.
• Knowledge of virtual professional conference or event planning activities.
• Knowledge of contract administration.
• Knowledge of budgeting and accounting principles and practices.
• Knowledge of audio/visual technology and supply/equipment needs for professional conferences events.

Skills

 

 

• Prior supervisory experience.
• High level of organizational skills and attention to detail required to coordinate several events simultaneously.

Abilities

 

 

• Ability to establish and maintain positive relationships with staff from facilities, hotels, convention bureaus, technical service providers, and other entities.
• Ability to clearly communicate orally and in writing.
• Ability to travel several times per year up to one week at a time to conduct in-person conferences and site visits.
• Ability to work effectively with people from a variety of diverse backgrounds.

 

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

Anticipated salary range is $54,779 - $68,474. 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 Service Professional (SPF) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System or the Optional Retirement Program; 22 days of 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. NAU is a tobacco and smoke-free campus. Service Professionals are hired on a contract basis, renewable each 6 months according to terms of the Conditions of Professional Service. 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. If a new employee chooses the ASRS retirement option, participation in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, will begin on the first of the pay period following 6 months after the new employee's start date. New employees who choose to participate in the Optional Retirement Plan (ORP), which is an alternative to the ASRS plan for faculty and other appointed staff, will begin to participate on the first day of the pay period following election. Additionally, the long-term disability plan that accompanies the ORP will begin on the first day of the pay period following election.

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.

Immigration Suppt/Sponsorship

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

Application Deadline

May 30, 2023 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 Disability Resources Office at 928-523-8773, DR@nau.edu, or PO Box 5633, 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.

Know Your Rights Poster

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=607212&PostingSeq=1



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