Events Reservation Coordinator, Senior

Events Reservation Coordinator, Senior

Location: Campus Events Ops & Support
Regular/Temporary: Regular
Job ID: 606942
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 an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.
• This position is being reposted. If you have previously applied you do not need to reapply.

Job Description

The Campus Events Reservations Office assists students, university staff, and community partners with event and meeting planning across the NAU Flagstaff campus and is now hiring one (1) Events Reservations Coordinator. This position works closely with full-time staff and a team of student employees to schedule, provide access to logistical event support, and invoice indoor and outdoor space reservations for several facilities on the Northern Arizona University campus. This position is also tasked with oversight and general approval/denial of all student club/org events, campus food waivers, and campus dining programming funds.

This position plays a key role in making sure that reservation requests are complete, that appropriate space is being requested, and that meeting and event planners have access to information on available event logistics for campus as needed. All of this process is tracked and recorded in the University's Event Management System (Accruent EMS) and this position works closely with other EMS users on campus to maintain system standards and continuity between facilities.

Job Functions and Duties of the Events Reservations Coordinator include:

Coordinate, schedule, and oversee processes related to meetings and event for internal and external events on campus - 30%

• Responsible for the scheduling of meetings and events using the centralized Event Management System. Typical workflow involves:
  • Receiving requests through the online intake system
  • Follow up with event planners to gather any additional information as needed
  • Determines logistical and resource needs, e.g.- AV equipment or extra labor, and coordinates resources through campus partners or external vendors.
  • Completes contracting process for external groups.
  • Invoices and processes payment for reservation and resources following the event
• Develops, implements and maintains processes for coordination of all events including space reservations, contracting and insurance needs, invoicing, and reporting in conjunction with the Director.

Student Organizations events - 20%

• Responsible for the coordination of on-campus events for all student clubs and organizations including contract generation and tracking, insurance verification, ticketing needs, and catering agreements.

Department Representative and Liaison - 15%

• Serves as campus wide resource for event scheduling software Accruent/EMS scheduling system- including configuration, training, and on-going support
• Liaison with the Office of the Dean of Students and the Leadership and Engagement Office regarding student clubs and organizations - event approval, outstanding balances, and unusual situations
• Assists in the planning and promotion of meetings and events to engage the campus community, external constituents, community leaders, and/or government officials.

Knowledge and Enforcement of University Policy and Procedures - 15%

• Works closely with the Director and other Event Coordinators in the department to ensure that all requirements are met for internal and external events.
• Responsible for notification and enforcement of rules and regulations specific to student clubs/organizations and university venues or outdoor spaces.
• Responsible for notification of rules and regulations specific to university contracting including insurance requirements, exclusive food service rights, alcohol permitting, fire life safety restrictions, and ticketing requirements.

Supervision and Training of Student Employees - 10%

• Responsible for hiring, training, scheduling, supervising and evaluating the students employees in the Campus Events Reservations office

Invoicing - 5%

• Responsible for invoicing, tracking, and payment processing for all chargeable events in facilities managed by the Campus Events Office

Other duties as assigned - 5%

Minimum Qualifications

• Associate's Degree
• 3-5 years of progressively responsible administrative/coordinative program experience
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis

Preferred Qualifications

• Valid AZ Driver's License or ability to obtain AZ Driver's License within 60 days of hire.

Knowledge, Skills, & Abilities

• Advanced knowledge of meeting/event scheduling and the typical steps involved in event production.
• Experience in meeting room set-up and change-over as well as basic catering logistics
• Knowledge of tools and processes used to record feedback from event attendees.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Planning, organizing, coordinating, and facilitating skills.
• Event planning and staff scheduling skills.
• Advanced customer service skills.
• Skills in managing multiple events/projects at the same time
• Skills in streamlining and managing processes and workflows
• Skills in maintaining an organized and efficient office setting
• Knowledge of Event Management System (EMS) or other scheduling software
• Advanced ability to effectively communicate
• Ability to work effectively with people from a variety of culturally diverse backgrounds
• Analyzes non-routine situations and anticipates issues.
• Demonstrates strong problem solving, organizational, and analytical capabilities.

Background Information

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. 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 $48,000-$56,000. 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.

Immigration Suppt/Sponsorship

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

Application Deadline

June 26, 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 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=606942&PostingSeq=1



jeid-cf318e4aa8186f4b938e80e8aa7345ad