Senior Events Coordinator (4971)
Northern Valley Indian Health, Dekalb, Illinois, United States, 60115
Overview
Northern Illinois University, located in DeKalb, IL, 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). Position Summary 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 includes managing catering facilities during events, handling pre- and post-event preparation, and maintaining client, employee, and vendor relations to ensure successful catering operations. The role books reactive and proactive leads, develops catering contracts, designs menus, coordinates catering with the Dining team, oversees on-site event implementation across campus and external partners, and seeks opportunities for business growth. The position also involves training and supervising staff. Key duties involve coordinating client relations, managing multiple departments for event execution, and delivering outstanding customer service. Responsibilities
Client Retention – 30%
Conduct venue tours Participate in trade shows ( booth space, exhibitor services, NIU payments ) as needed Follow up on leads generated from trade shows and other sources Track and report contact status with customers and prospects Contribute to sales and marketing projects, develop marketing materials, and coordinate with external partners (CVB, hotels, chambers, associations) Act as backup for CSMs at each location to handle client requests and bookings Contact potential and past clients to discuss meeting schedules and facility requirements Use tracing systems for follow-through on group accounts Assist with sales reports and achieving team goals Maintain current knowledge of conference rates, discounts, and promotions Travel to competitor locations for training and sales blitzes Handle email correspondence as directed by managers Recruit new external clients annually to expand the client base Event Management – 30%
Assist in planning events for clients Create catering contracts and coordinate all catering with NIU Catering; process contracts for BAVC and Altgeld Maintain availability to clients during events; be visible on the floor In collaboration with clients, determine attendance, seating, room layout, and entertainment needs Provide food services to client standards through the Catering department Prepare billing and coordinate payments for BAVC and Altgeld Coordinate staffing and train event staff; oversee on-site implementation with multiple departments Provide direction during emergencies and coordinate with emergency personnel Deliver outstanding customer service and identify growth opportunities Ensure site standards align with Service Level expectations Hold weekly briefings and banquets; attend related trainings Assist in Conference Registration – 15%
Coordinate with clients to determine event needs and menu selections; assist with agenda coordination and CE processing on-site Perform data entry for non-credit programs (participants, payments) Configure online registration using NIU CMS; work with ITS to customize event setups Produce badges, sign-in sheets, certificates, and other outputs Prepare direct mail and email communications; manage inquiries Travel to supervise and provide on-site registration services Facilities Management – 10%
Schedule events in BAVC and Altgeld Direct custodial staff in daily operations and event preparation Submit Event Support Requests for BAVC and Altgeld Coordinate setup crews and facility usage with internal departments Ensure security and manage AV equipment needs; maintain inventory for reporting Coordinate with NIU Foundation for donated items and support Alumni Association activities Administrative – 10%
Support development and long-range planning related to events in BAVC and Altgeld Provide comprehensive reports and analyses; supervise part-time staff Oversee Information Desk operations; manage facility mailbox Collaborate with Admissions and Alumni Association to welcome prospective students, donors, and guests Other Related Duties – 5%
Perform other related duties as assigned Qualifications
Minimum Required Qualifications (Civil Service) High School graduation or equivalent Any combination totaling four (4) years of progressively more professional event coordination experience or college coursework (converted per policy): 60 hours = 1 year, 90 hours = 2 years, 120 hours = 3 years Knowledge, Skills, and Abilities (Civil Service) Knowledge of arena entertainment management or athletic management Knowledge of crowd control, food service or ticket control Knowledge of business and management principles for strategic planning and resource coordination Ability to coordinate assignments in a large university environment Ability to evaluate costs and benefits and choose appropriate actions Ability to manage materials and equipment effectively Ability to work collaboratively and build strategic relationships Ability to plan, delegate, and supervise work Ability to communicate effectively with diverse clients Ability to write clearly for audience needs Ability to identify problems, evaluate alternatives, and implement solutions Specialty Factors (Civil Service) None Preferred Qualifications (Civil Service) At least 3 years in the Hospitality Industry Minimum Required Qualifications (SPS) N/A Additional Requirements (SPS) N/A Preferred Qualifications (SPS) N/A Able to lift 25 lbs Appointment and Compensation Details
Appointment and Compensation Details Anticipated Appointment Start Date: 3/2/26 Anticipated Appointment End Date: N/A Standard Hours Per Week: 37.50 Working Hours: 8:00 am - 4:00 pm Monday–Friday; evenings and weekends based on event schedule Application Instructions and Compliance
Credentials Assessment and related requirements described below apply. Employment is contingent on background verification and proper documentation. NIU is an equal opportunity employer. The following ethics, compliance, and accessibility information remains on file with Human Resources and relevant offices. All required materials include a résumé/CV, cover letter, and at least three professional references. Please upload transcripts and any certifications as applicable. Illinois residency may be required within 180 days of hire. For more information, contact NIU HR or the designated Title IX and ADA coordinators. ADA Accommodation: NIU is committed to accessible recruitment and application processes. If accommodation is needed, contact ada@niu.edu. Supplemental Questions and References List of at least 3 professional references Resume/Curriculum Vitae Cover Letter Military discharge documents (DD214/DD215/NGB22/DD256) if applicable Required fields are indicated with an asterisk (*). Some questions may be open-ended. If eligible for Veteran’s Preference Points, upload the appropriate DD form. Illinois residency required within 180 days of hire. This posting may include a Credentials Assessment examination; documentation is required to verify minimum qualifications. In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on basis of race, ethnicity, color, national origin, sex, religion, age, disability, marital status, veteran status, sexual orientation, gender identity, or any other factor unrelated to professional qualifications. Emergency and security notices: ensure to monitor your email from jobs@niu.edu and CivilServiceTesting@niu.edu, and maintain access to your NIU account. This message intentionally omits session timeout details to protect user data.
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Northern Illinois University, located in DeKalb, IL, 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). Position Summary 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 includes managing catering facilities during events, handling pre- and post-event preparation, and maintaining client, employee, and vendor relations to ensure successful catering operations. The role books reactive and proactive leads, develops catering contracts, designs menus, coordinates catering with the Dining team, oversees on-site event implementation across campus and external partners, and seeks opportunities for business growth. The position also involves training and supervising staff. Key duties involve coordinating client relations, managing multiple departments for event execution, and delivering outstanding customer service. Responsibilities
Client Retention – 30%
Conduct venue tours Participate in trade shows ( booth space, exhibitor services, NIU payments ) as needed Follow up on leads generated from trade shows and other sources Track and report contact status with customers and prospects Contribute to sales and marketing projects, develop marketing materials, and coordinate with external partners (CVB, hotels, chambers, associations) Act as backup for CSMs at each location to handle client requests and bookings Contact potential and past clients to discuss meeting schedules and facility requirements Use tracing systems for follow-through on group accounts Assist with sales reports and achieving team goals Maintain current knowledge of conference rates, discounts, and promotions Travel to competitor locations for training and sales blitzes Handle email correspondence as directed by managers Recruit new external clients annually to expand the client base Event Management – 30%
Assist in planning events for clients Create catering contracts and coordinate all catering with NIU Catering; process contracts for BAVC and Altgeld Maintain availability to clients during events; be visible on the floor In collaboration with clients, determine attendance, seating, room layout, and entertainment needs Provide food services to client standards through the Catering department Prepare billing and coordinate payments for BAVC and Altgeld Coordinate staffing and train event staff; oversee on-site implementation with multiple departments Provide direction during emergencies and coordinate with emergency personnel Deliver outstanding customer service and identify growth opportunities Ensure site standards align with Service Level expectations Hold weekly briefings and banquets; attend related trainings Assist in Conference Registration – 15%
Coordinate with clients to determine event needs and menu selections; assist with agenda coordination and CE processing on-site Perform data entry for non-credit programs (participants, payments) Configure online registration using NIU CMS; work with ITS to customize event setups Produce badges, sign-in sheets, certificates, and other outputs Prepare direct mail and email communications; manage inquiries Travel to supervise and provide on-site registration services Facilities Management – 10%
Schedule events in BAVC and Altgeld Direct custodial staff in daily operations and event preparation Submit Event Support Requests for BAVC and Altgeld Coordinate setup crews and facility usage with internal departments Ensure security and manage AV equipment needs; maintain inventory for reporting Coordinate with NIU Foundation for donated items and support Alumni Association activities Administrative – 10%
Support development and long-range planning related to events in BAVC and Altgeld Provide comprehensive reports and analyses; supervise part-time staff Oversee Information Desk operations; manage facility mailbox Collaborate with Admissions and Alumni Association to welcome prospective students, donors, and guests Other Related Duties – 5%
Perform other related duties as assigned Qualifications
Minimum Required Qualifications (Civil Service) High School graduation or equivalent Any combination totaling four (4) years of progressively more professional event coordination experience or college coursework (converted per policy): 60 hours = 1 year, 90 hours = 2 years, 120 hours = 3 years Knowledge, Skills, and Abilities (Civil Service) Knowledge of arena entertainment management or athletic management Knowledge of crowd control, food service or ticket control Knowledge of business and management principles for strategic planning and resource coordination Ability to coordinate assignments in a large university environment Ability to evaluate costs and benefits and choose appropriate actions Ability to manage materials and equipment effectively Ability to work collaboratively and build strategic relationships Ability to plan, delegate, and supervise work Ability to communicate effectively with diverse clients Ability to write clearly for audience needs Ability to identify problems, evaluate alternatives, and implement solutions Specialty Factors (Civil Service) None Preferred Qualifications (Civil Service) At least 3 years in the Hospitality Industry Minimum Required Qualifications (SPS) N/A Additional Requirements (SPS) N/A Preferred Qualifications (SPS) N/A Able to lift 25 lbs Appointment and Compensation Details
Appointment and Compensation Details Anticipated Appointment Start Date: 3/2/26 Anticipated Appointment End Date: N/A Standard Hours Per Week: 37.50 Working Hours: 8:00 am - 4:00 pm Monday–Friday; evenings and weekends based on event schedule Application Instructions and Compliance
Credentials Assessment and related requirements described below apply. Employment is contingent on background verification and proper documentation. NIU is an equal opportunity employer. The following ethics, compliance, and accessibility information remains on file with Human Resources and relevant offices. All required materials include a résumé/CV, cover letter, and at least three professional references. Please upload transcripts and any certifications as applicable. Illinois residency may be required within 180 days of hire. For more information, contact NIU HR or the designated Title IX and ADA coordinators. ADA Accommodation: NIU is committed to accessible recruitment and application processes. If accommodation is needed, contact ada@niu.edu. Supplemental Questions and References List of at least 3 professional references Resume/Curriculum Vitae Cover Letter Military discharge documents (DD214/DD215/NGB22/DD256) if applicable Required fields are indicated with an asterisk (*). Some questions may be open-ended. If eligible for Veteran’s Preference Points, upload the appropriate DD form. Illinois residency required within 180 days of hire. This posting may include a Credentials Assessment examination; documentation is required to verify minimum qualifications. In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on basis of race, ethnicity, color, national origin, sex, religion, age, disability, marital status, veteran status, sexual orientation, gender identity, or any other factor unrelated to professional qualifications. Emergency and security notices: ensure to monitor your email from jobs@niu.edu and CivilServiceTesting@niu.edu, and maintain access to your NIU account. This message intentionally omits session timeout details to protect user data.
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