Overview
As an integral part of the educational mission of Northern Illinois University, the Holmes Student Center is committed to providing the campus community with a gathering place that enhances student life, cultivates unity and promotes development through a variety of cultural, educational, social and recreational programs.
The Event Coordinator serves on the Reservations and Event Management team. This position coordinates and executes events for student organizations, NIU departments and various external clients. |
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.
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Minimum Required Qualifications (Civil Service)
- High School graduation or equivalent.
- 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
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Knowledge, Skills, and Abilities (KSAs) (Civil Service)
Class Specific KSAs:
- Knowledge of arena entertainment management or athletic management.
- 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.
- Skill in coordinating assignments and schedules within a large University environment.
- Skill in considering the relative costs and benefits of potential actions to choose the most appropriate one.
- Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
- Ability to work collaboratively and building strategic relations with colleagues, coworkers, constituents, and volunteers.
- Ability to effectively plan, delegate, and supervise the work of others.
- Ability to interact/communicate in a positive matter with a diverse clientele.
- Ability to communicate effectively in writing as appropriate for the needs of the audience.
- Ability to identify problems, evaluate alternatives, and implement effective solutions.
Position Specific KSAs:
- Must be familiar with Holmes Student Center facilities, room capabilities, various room arrangements and the facility uses.
- Must have knowledge, understanding and ability to interpret policies regarding scheduling, solicitations, policies pertaining to building usage, and policies pertaining to student organizations.
- 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.
- Must have a thorough knowledge of various university policies, guidelines, and procedures and comply with all relevant state and federal regulations.
- Must be able to perform responsibilities with minimal direction.
- Must be able to maintain confidentiality.
- Must be sensitive to and understanding of various backgrounds and cultures.
- Must be able to work under pressure of deadlines and demands.
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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.
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