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Events Coordinator (0391)

Employer
Northern Illinois University
Location
Illinois, United States
Salary
Salary Not Specified
Date posted
Feb 26, 2024
Position Summary

Under supervision of the Assistant Director of Event Management, this position interprets policy regarding the eligibility for use of space. This position determines that the request for space is appropriate and available. They coordinate physical arrangements of space and determines appropriate charges for rentals and services provided.

Essential Duties and Responsibilities

Event Management
  • Creates, maintains, updates, or removes reservations for external and internal conference events through collaboration and consultation with client.
  • Determines event space needs and assigns space balancing the needs of the client and abilities of the campus and Holmes Student Center.
  • Creates reservations and coordinates use of space and resources for various outdoor venues including, but not limited to, MLK Commons, Central Park, East and West Lagoons, and the Oderkirk Property.
  • Works closely with campus partners to ensure delivery of services when necessary.
  • Creates reservations for hallway display and tabling activities throughout HSC .
Event Coordination
  • Coordinates various event related services including, but not limited to, catering, audio/visual, staff, or campus services support.
  • Maintains effective communication with all departments involved in every aspect of event production to ensure an outstanding customer experience.
  • Provides on-site coordination and supervision of conference activities and support services.
  • Enforces various campus and building policies pertaining to reservation of spaces and facilities.
Billing
  • Coordinates with HSC Business Office to ensure accurate invoicing for client events and services.
  • Secures client account information and reviews charges with client prior to event.
  • Maintains records and billing statistics on each conference group.
  • Maintains accurate records of past event confirmations and contracts.
Recordkeeping and Supervision
  • Hires, trains, and supervises student event coordinators.
  • Oversees the Office of Dean of Students poster approval process including determining eligibility for approval and maintains poster log.
Other Duties
  • Other related duties as assigned.
Minimum Required Qualifications (Civil Service)

  1. High School graduation or equivalent.
  2. Any one of the following combination of education and work experience:

  • A. Two (2) years (24 months) of professional work experience in event coordination
– OR -
  • B. 60 semester hours of college coursework in any discipline AND one (1) year (12 months) of professional work experience in event coordination
– OR -
  • C. 90 semester hours of college coursework in any discipline
Knowledge, Skills, and Abilities (KSAs) (Civil Service)

Class Specific KSAs:
  1. Knowledge of arena entertainment management or athletic management.
  2. Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
  3. Skill in coordinating assignments and schedules within a large University environment.
  4. Skill in considering the relative costs and benefits of potential actions to choose the most appropriate one.
  5. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
  6. Ability to work collaboratively and building strategic relations with colleagues, coworkers, constituents, and volunteers.
  7. Ability to effectively plan, delegate, and supervise the work of others.
  8. Ability to interact/communicate in a positive matter with a diverse clientele.
  9. Ability to communicate effectively in writing as appropriate for the needs of the audience.
  10. Ability to identify problems, evaluate alternatives, and implement effective solutions.


Position Specific KSAs:
  1. Must be familiar with Holmes Student Center facilities, room capabilities, various room arrangements and the facility uses.
  2. Must have knowledge, understanding and ability to interpret policies regarding scheduling, solicitations, policies pertaining to building usage, and policies pertaining to student organizations.
  3. Must be able to adapt quickly to demands and tasks that vary from day to day, function independently, assume responsibilities, and make decisions related to policy implementation.
  4. Must have a thorough knowledge of various university policies, guidelines, and procedures and comply with all relevant state and federal regulations.
  5. Must be able to perform responsibilities with minimal direction.
  6. Must be able to maintain confidentiality.
  7. Must be sensitive to and understanding of various backgrounds and cultures.
  8. Must be able to work under pressure of deadlines and demands.


Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)

None

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements
  • Regular office related duties
  • Sitting for extended periods of time
  • Using computer/electronic equipment for extended periods of time
  • Occasional lifting and moving items weighing up to 20 lbs.
Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

4/1/2024

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Working Hours

Monday - Friday 8am-4:30pm, occasional nights and weekends

Salary

$34,144.50-$35,158.5/Annually

Hourly or Semi-monthly Pay Rate/Range

$17.51-18.03/hour

Earn Type

Hourly

Application Procedure

Application Procedure

Application Procedure

Required Procedures:

  1. 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. Important: Please upload any unofficial transcript(s) and/or documentation that verifies any education, experience, and/or training you have received.
    • If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.
  2. 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 position. 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.
  3. 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.
  4. Illinois residency required within 180 days of the hire date.
  • Credentials Assessment Examination:
    • The examination for this position is a Credentials Assessment and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant’s/employee’s education, experience, and special credentials/qualifications (licenses, etc.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
    • Required documentation noted in the posting, such as a driver’s license, licensures, or certifications MUST be uploaded with your application materials.
    • After assessment of all qualified applicants has been completed for this position, the names with the top three (3) scores will be referred to the hiring department for interview.
Additional Details:
  • Click on Events Coordinator for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
    • Note: Applicants who may assume that they do not meet the exact minimum qualifications are invited to still apply and provide qualifications and speak to how their background and experiences satisfy those requirements.
  • Please click on 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.
Special Instructions

Quick Link to Applicant

https://employment.niu.edu/postings/76606

Is Background Check Required?

Yes

EEO Statement Summary

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

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 and Equal Opportunity ( AAEO ) at ada@niu.edu .

Safety Information

NIU provides annual reports on campus security and fire safety.

Read the Annual Safety and Security Report. Contact the Ethics and Compliance Office at 815-753-1649 for a hard copy.

Read the Fire Safety Report . Contact the Department of Environmental Health and Safety at 815-753-0404 for a hard copy.
Applicant Documents
Required Documents
  1. Cover Letter
  2. Resume/Curriculum Vitae
  3. List of References
Optional Documents
  1. Other
  2. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Are you currently a citizen or resident of the State of Illinois?
    • Yes
    • No
  2. * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
  3. * Did you earn a degree in Business Administration, Communications, Marketing, Human Resource Management, Leisure Studies, Recreation/Sports/Tourism Management or a related field?
    • Yes
    • No
  4. * Have you attached all transcripts to support the degrees you are submitting for consideration?
    • Yes
    • No
  5. * How many years of work experience do you have in this type of position?
    • None
    • 1-2 years
    • 2-4 years
    • 4-6 years
    • More than 6 years
  6. * 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)

  7. * If applicable, have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veterans Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
    • Yes
    • No
    • Not Applicable


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