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Northern Arizona University Events Coordinator, Senior - 605385 in Flagstaff, Arizona

Job Title

Events Coordinator, Senior

Job ID

605385

Location

University Events

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

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.

Immigration Suppt/Sponsorship

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

Job Description

Coordinates and supports all phases of event planning and production for events and maintain stakeholder engagement; advises on various aspects of design, development and use of facilities; drafts goals, objectives and timetable for production of events. Ensures business correspondence and follow-up procedures are completed on time and within budget. Maintains and updates event files for departmental records.

  • Serves as a coordinator at select events to facilitate operations and applies broad knowledge of concepts and procedures to perform complex tasks; identifies problems and solutions independently; identifies and resolves missing information; improves existing processes.

  • Responds to critical needs and escalated problems under the direction of the supervisor; ensures all aspects of events are implemented and controlled according to plans

  • Initiates the coordination of event details including identifying and reserving event space, requesting services, determining catering needs, preparing printed materials for review, tracking various expenditures and revenues, collecting fees and maintaining any necessary records works

  • Initiates negotiations with vendors in event related costs and requirements, then works with supervisor to determine necessary flexibility or adjusted terms that better serve department needs, ensuring deadlines are met with adherence to budget

  • Works with supervisor to ensure adequate staffing for events and schedules set-up, technical, stage and other crews accordingly

  • Provides assistance and information to alumni, donors, friends, faculty, staff, students and outside organizations regarding campus events; maintains contact with patrons or clients via email, telephone, written correspondence, and in person

  • Maintains direct contact with personnel from various outside organizations and university departments associated with special events including the NAU Alumni Association, NAU Foundation | Advancement and the Office of the President.

  • Compiles material for event program; maintains mailing lists for invitation distribution or other pertinent information

  • Identify, create, implement, and assess programs and events in partnership with multiple campus partners

  • Represents the university in a professional manner as a point person on matters relating to events and in university and community meetings

  • Assists in duties as assigned in the Office of University Events

  • Other duties as assigned

Minimum Qualifications

  • Associates degree or Bachelor’s degree

  • 3-5 years of relevant experience

Preferred Qualifications

  • Bachelor’s degree in Communication, Marketing, Business Administration, Public Relations, HRM or related field

  • AND 3 years of event coordination, conference planning or related program experience

  • OR five years of event coordination, conference planning or related program experience.

Knowledge, Skills, & Abilities

  • Advanced knowledge of event planning tools, processes, and policies used in production of event related projects

  • Planning, event planning, organizing, coordinating, facilitating skills, and prioritizing assigned work and ability to manage simultaneous projects

  • Effective written and verbal communication skills and interpersonal skills

  • Demonstrated team player with ability to work effectively with people from a variety of culturally diverse backgrounds

  • Working knowledge of computer systems and software, including InDesign, Microsoft Outlook, Word, Excel

  • Advanced knowledge in customer service, managing conflicts and complaints

  • Ability to manage high pressure environments and handle challenging situations

  • Tactful/diplomatic communication style, ability to communicate with varied audiences appropriately and with professionalism

  • Ability to work as part of a fast-paced team with willingness to work occasional nights and weekends

  • Lifting and physical demands are routine

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 (https://in.nau.edu/police-department/annual-security-and-fire-safety-reports/.) . 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 (https://in.nau.edu/police-department/annual-security-and-fire-safety-reports/.) is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus and NAU-Fort Defiance as these campuses have 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

The budgeted salary amount is $47,634.

**The starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information.

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 (https://in.nau.edu/Human-Resources/Benefits/) . 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 (https://in.nau.edu/human-resources/eligibility-enrollment/) 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 (https://in.nau.edu/Human-Resources/Required/) 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.

Application Deadline

June 1, 2021 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 (https://in.nau.edu/human-resources/) 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 (https://in.nau.edu/Human-Resources/Posters-Required-by-Law/)

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

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