Event Coordinator, Conference Services

Posting NumberS000917

Position TitleEvent Coordinator, Conference Services

DepartmentConference Services & Fine Arts

DivisionBusiness Affairs

Supervisor TitleDirector of Fine Arts and Conference Services

StatusFull Time Regular

Salary Range49,000 - 50,000

Position Summary

The Office of Conference Services is responsible for promoting and managing group sales/rental opportunities. The Event Coordinator of Conference Services will support these activities under the supervision of the Director of Conference Services.

Description of Key Responsibilities

1. Serve as the primary liaison with clients, providing consistent and positive communication to secure repeat bookings and develop new client relationships.

2. Plan and manage all aspects of events, including contracts, pricing meeting room setup specifications, food and beverage services, audio-visual needs, and accommodations.

3. Maintain effective communication with campus stakeholders such as dining services, campus safety, maintenance, housekeeping, and IT to ensure exceptional event support.

4. Lead pre-event and post-event communications to gather feedback and strengthen team coordination.

5. Proactively address client and guest needs, concerns, and problems to exceed expectations.

6. Manage contracts, billing, and financial reconciliation in compliance with college accounting procedures.

7. Collect necessary tax-exempt certificates, insurance documents, and other required paperwork.

8. Maintain detailed client files using event management software and adhere to established processes for documentation.

Ensure facilities and event setups meet client specifications, making adjustments as necessary.

9. Make recommendations on policies and pricing.

10. Assist in Fine Arts back-of-house and front-of-house operations before and during external performances as time allows.

11. Assist with the recruitment, selection, training, evaluation, and supervision of student workers in the Conference Services office. Build a team that focuses on effective customer relations and quality service to all guests.

12. Work closely with the Director of Conference Services to implement the office's mission, vision, and annual goals and expectations.

13. Ensure that events comply with North Central College policies and procedures, brand standards, and federal, state, and local regulations.

14. Perform job-related duties as assigned.

Required Knowledge, Skills and Abilities

1. Able to attend activities, programs, conferences and special events, at alternative hours during the evenings and weekends.

2. Ability to deal with several tasks and situations concurrently, including those occurring unexpectedly and must be dealt with immediately, usually without direct supervision. This requires self-directed, well-organized, detail-oriented, flexible, and prioritizing tasks effectively.

3. Ability to communicate in the English language, both orally and in writing, in a manner consistent with professional standards, including delivering effective oral presentations. The candidate must be an effective listener and have the ability to understand what the communicator is saying. Have the skills to develop promotional/marketing materials that are attention-getting and persuasive, and prepare accurate reports, thorough yet concise and professionally formatted.

4. Ability to apply mathematical skills necessary for such tasks as preparing statistical reports and developing and monitoring budgets such as P&L and other standard accounting reports.

5. Ability to use business-oriented computer systems, especially Microsoft Office Suite.

6. Have knowledge of a comprehensive understanding of camps and best practices for camps for minors.

7. Must have a solid ability to relate to a variety of constituencies with a variety of needs, possess a high degree of energy, and quickly grasp the knowledge of the College's operations, including community resources.

Distinguishing Characteristics

The person in this position will support the Office of Conference Services in building and maintaining a mutually beneficial relationship between the College and local community organizations, agencies, and businesses. Working some nights and weekends is required.

Education/Training

An associate's degree or equivalent work experience is required. Bachelor's degree preferred.

Experience

A minimum of 2 years of professional experience working in a fast-paced, high-profile environment, experience in preparing and understanding accounting reports.

Licenses or Certifications

Valid Illinois driver's license in good standing is required.

Is This a Temporary Position?No

Employment Conditions

An offer of employment is contingent upon successful completion of the College's background screening process.

Number of Vacancies1

Posting Detail Information

EEO Statement

North Central College is an Equal Opportunity Employer committed to increasing the diversity of our workforce. NCC provides reasonable accommodation to applicants with disabilities where appropriate. If you need reasonable accommodation for any part of the application or hiring process, please notify the Office of Human Resources. Determinations for reasonable accommodation will be made on a case-by-case basis.

Close Date

Open Until FilledYes

Additional Information

The pay offered to the selected candidate will be determined based on factors including (but not limited to) the candidate's experience, qualifications, and training.

North Central College provides a comprehensive benefits package, which includes:

All-inclusive medical, dental and vision group insurance

Health and dependent care savings plans

Employer-paid life, AD&D and disability group insurance

403(b) retirement plan with employer contributions

Employee assistance plan resources

Tuition waiver for full-time employees, spouse and dependent children

Generous paid time off plans, including 3 weeks vacation to start

15 paid holidays per year, including 5 days during NCC Winter Break

Free access to campus health center, fitness and athletic facilities, and library

Employee discount program