Events Coordinator, Senior
Northern Arizona University
Special Information
• This position is a hybrid position which allows the incumbent to complete their work at both an NAU site, campus, or facility and at a non-centralized site with or without accommodation.
• Driving a vehicle on behalf of the university is anticipated to be a regular part of this position. Arizona Administrative Code Fleet Safety Policy requires all employees who drive on university business become authorized by submitting Driver's license information for driving record monitoring, and completion of training appropriate to the level of driving performed. The law applies to all faculty, staff, and students who drive personal or university-owned motorized vehicles for any business purpose. More information on the NAU Authorized Driver Policy can be found on the NAU website.
About the Department/College
The Arizona K12 Center brought to you by Northern Arizona University is part of the College of Education and located in Phoenix, Arizona.
About the Position
The Arizona K12 Center provides professional learning opportunities for Arizona's K-12 teachers and is seeking an Events Coordinator, Senior. This position coordinates and supports phases of planning for the Center's events. It is expected that the Events Coordinator, Senior will work collaboratively with staff in the execution of the Center's professional learning programs/events. The selected incumbent will support the vision, direction, and overall mission of advancing the Center's goals, specifically the advancement of the Center's Induction and Mentoring outcomes.
Responsibilities Include
40% - Program Coordination
• Provides logistical coordination of meetings, trainings, and events related to the professional learning provided by the Arizona K12 Center. This includes but is not limited to, providing logistical support, material preparation, equipment packing/unpacking, participant and trainer assistance, managing registration software/database, coordinating details in relation to venues, catering, audio visual, accommodations, transportation, materials, trainers, and speakers.
• Collaborates with assigned Program Director(s) to ensure the necessary logistics to the event outcomes are addressed.
• Serves as the primary Event Coordinator of Induction and Mentoring events; Works with Asst Director of Induction and Mentoring to provide customized support to partners and organizations engaged in Induction and Mentoring efforts.
• Works with Asst Director of Induction and Mentoring throughout the RFQ/procurement process.
• Works with Asst Director of Induction and Mentoring and Financial Oversight Manager to ensure programmatic and budget accountability.
• Adjusts to changing needs of university operations, federal policies, or needs to provide specialized or individual reports. -
30% - Event Management
• Develops and updates event budgets and ensures fiscal accountability for assigned events.
• Works with staff to facilitate and reconcile participant registrations and fees.
• Tracks attendance and relevant data.
• Materials preparation.
• Transports materials and provides event setup and tear down.
• Orders and reconciles event-related purchases.
• Onsite for assigned events to provide logistical and event support.
• Ensures website accuracy and relevancy for all assigned events.
• Maintains organization and cleanliness of assigned onsite event spaces, including inventory of equipment.
15% - Communication
• Communicates regularly with participants using email marketing software.
• Provides technical assistance to participants as questions arise about programs/events.
• Manages event and attendee information using the Center's content management system.
• Communicates with clients and trainers to ensure program logistics and needs are adhered to.
• Meets regularly and works in collaboration with the Program Directors of assigned events to ensure events meet the intended outcomes.
• Collaborates with Communication/Marketing team to ensure strong event attendance.
• Keeps leadership apprised of developments and/or concerns as they arise.
10% - Provides Support
• Works collaboratively with event planning team and program directors to support the work of others as needed.
• Manages and provides technical support in the Center's event spaces.
• Provides support to coordinator team and Asst Director of Induction and Mentoring.
• Provides back-up assistance for the Executive Assistant.
5% - Other
• Other duties as assigned.
• Attends university training as well as stays current with relevant policies.
Minimum Qualifications
• Associate or bachelor's degree.
• 3-5 years relevant experience in event planning and/or project coordination.
*A combination of related education, experience, and training may be used as an equivalent to the above Minimum Qualifications.
Preferred Qualifications
• Experience working with diverse groups and K-12 educators.
• Experience working in a fast-paced, team-oriented environment.
• Experience using a web-based registration/content management system.
• Valid Arizona driver's license.
Knowledge, Skills, & Abilities
Knowledge
• Advanced knowledge of event planning tools, processes, and policies.
• Experience using customer service/event software and databases.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Suite.
• Experience using email platforms (i.e., Mailchimp, MyEmma).
• Experience using online meeting platforms (i.e, Zoom, Teams).
• Deep commitment to professional learning and with the knowledge and ability to champion the Arizona K12 Center, the College of Education, and Northern Arizona University.
Skills
• Event planning skills.
• Excellent people skills.
• Excellent organizational skills.
• Outstanding customer service skills.
• Demonstrates strong problem solving and analytical capabilities.
• Communicates effectively.
• Must be a detail-oriented self-starter with demonstrated ability to work independently and manage multiple projects and priorities to meet aggressive timelines and challenging deadlines with minimal staff support.
Abilities
• Analyzes non-routine situations and anticipates issues.
• Able to move and transport equipment, lift a minimum of 25 pounds, and tape down power cords at event venue.
• Balances competing priorities.
• Ability to setup and troubleshoot event technologies.
• Ability to meet deadlines using effective time management skills.
• Promotes a diverse, inclusive environment.
• Demonstrated commitment to excellence, honesty, transparency, and high levels of collaboration.
Compensation
Salary range is $60,000. Annual salary commensurate with candidate's qualifications and related experience.
Pre-Employment Check
Northern Arizona University requires satisfactory results for the following: a criminal background investigation, an employment history verification and a degree verification (in some cases) prior to employment. You may also be required to complete a fingerprint background check. Also, 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.
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.
Notice of Availability of the Annual Fire and Security Report
Each year Northern Arizona University releases an 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 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 as this campus has 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.
Immigration Support/Sponsorship
NAU will not provide any U.S. immigration support or sponsorship for this position.
To apply, please visit: https://apptrkr.com/6327187
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