Senior Events Coordinator

Temps plein

APPLY HERE: https://employment.niu.edu/postings/90039

Northern Illinois University, located in DeKalb, IL, a vibrant university town located 65 miles west of Chicago in one of the most diverse regions of the United States, invites applications for the position of Senior Events Coordinator for the Conferences Event Management department within the Division of Outreach, Engagement, and Regional Development (OERD).

The Senior Events Coordinator is responsible for the overall operation of Conferencing activity at Barsema Alumni and Visitors Center and Altgeld Hall, and assist in Conference Registration. This involves running the catering facilities during an event and handling all the preparation before the event and after as well. The Senior Events Coordinator manages client relations, but also maintains employee and vendor relations to run a successful catering facility.

The position will book all reactive and proactive leads along with managing them from contract through duration of event. Create catering contracts with facility clients; design custom menus; coordinate all catering with Dining and process catering contracts; Oversee all on-site event implementation with multiple departments on campus and off campus; Provide outstanding customer service to all clients and guests; Actively seek and identify opportunities for business growth within the contract and external market; Train and provide direct supervision to all staff.

8:00 am - 4:00 pm Monday- Friday, Evenings/Saturday/Sunday based on event schedule

• Conduct tours of the various Venues
• Coordinate participation in all appropriate trade shows identified by Program Director, including applying for booth space, arranging exhibitor services and NIU payments as needed, serving as booth personnel for shows as needed
• Follow up on all leads generated by trade show participations, calls, visit or other methods
• Track contacts with customers and potential customers and report on status of leads
• Assist with special projects that involve sales and marketing of centers, including, but not limited to, provide input on development of new marketing materials; evaluate and recommend appropriate software, advertising and wedding trade show research; coordinate with Convention & Visitors Bureau: and maintain relationship with hotels, chambers and Associations
• Act as Back up for CSM’s at each location to handle client requests, booking and updating needs
• Contact potential and past clients to discern their meeting schedules and facility requirements and introduce Venues as potential meeting sites for their organization
• Utilize trace system for follow through on group accounts to ensure prompt response from client and sales personnel
• Assist with completing any required sales reports
• Work with sales personnel to achieve required sales team goals
• Maintain current knowledge of conference rates, strategies, discounts and promotions
• Travel to other competitor locations for training and sales blitzes
• Email correspondence directed by managers as needed
• Recruit new external clients each year to expand our corporate and community client base
• Event Management – 30%
  
• Assist in planning of events for clients
• Create catering contracts with facility clients; design custom menus; coordinate all catering with NIU Catering; process catering contracts for BAVC and Altgeld
• Maintain availability to clients at all times during their events; be out on the floor where they are easily visible
• Responsible for appearance of catering hall before and during the event; work with clients to determine how many people are attending each event and what type of seating the client would like; design a room layout for the client that meets their seating needs and any entertainment needs
• Produce all food services to agreed client standard through the Catering department
• Prepare all billing of events and coordinate with CEM Business Manager for payment for BAVC and Altgeld
• Coordinate staff to manage events; requests staff; trains all event staff as needed to manage events
• Oversee all on-site event implementation with multiple departments on- and off-campus
• Provide direction during emergency situations and coordinate with emergency personnel
• Provide outstanding customer service to all clients and guests
• Actively seek and identify opportunities for business growth within the contract and external market
• Ensure standards across the site(s) are in accordance with the Service Level
• Hold weekly team briefing and Banquet Event Meetings
• Attend Training Courses and other related duties as assigned

• Coordinate with client on meeting needs and meet with clients in advance of event; assist in determining event needs, coordinating menu selections with client; assist with agenda coordination and understanding CE processing for onsite events
• Perform data entry of non-credit programs, including inputting programs, participants and payments
• Manage online registration/web configuration set-up and design using NIU’s web content management system, Acrobat Professional, Microsoft Office programs, and work with ITS as needed to customize event configuration(s)
• Produce output such as name badges, sign-in sheets, participant lists, certificates, tent cards and mailing labels for non-credit programs using output templates
• Prepare direct mail pieces and email blasts as needed, including creating and editing email templates
• Manage and respond to all inquiries in department email inbox and 1-800 number weekly
• Travel to supervise and provide on-site registration services, as needed

• Schedule all events in BAVC and Altgeld
• Planning, coordinate and give directions to custodial staff in BAVC daily; give direction to Altgeld custodial staff relating to all Altgeld events
• Submit all Event Support Request forms for BAVC and Altgeld events
• Coordinate setup crews to prepare rooms for events and meetings in BAVC and Altgeld
• Coordinate facility usage with internal departments, such as Athletics and the Football Stadium, etc.
• Responsible for securing and understanding audio-visual equipment to meet the needs of facility clients in BAVC and Altgeld
• Maintain inventory of BAVC facility for State of Illinois and University reports
• Arrange security of facility with NIU Police for security/event staff
• Work with NIU Foundation and their donors to maintain all donated items in BAVC to an appropriate standard
• Assist with maintaining the Alumni Association golf carts and rental of CES Huskie Pups to campus partners

• Participate in development and implementation of university programs, objectives, and long-range planning as it relates to events in BAVC and Altgeld
• Provide comprehensive reports and detailed analyses for administrative use
• Train and provide direct supervision to part-time staff and Student team members
• Oversee operations of BAVC Information Desk staff related to facility operations and events
• Maintain facility email requests as sole person responsible for BAVC mailbox
• Work closely with NIU Admissions and Alumni Association to create a welcoming environment for all prospective students, Donors and their guests during daily campus visits and home football games beginning in BAVC

• Perform other related duties as assigned

APPLY HERE: https://employment.niu.edu/postings/90039