Event Planner - DeKalb, United States - Northern Illinois University

Northern Illinois University DeKalb, United States

3 weeks ago

OTHER

Description

Full-Time/Part Time: Full-Time

Overview:

Sigma Tau Delta, International English Honor Society, with its Central Offices associated since 1968 with Northern Illinois University's English Department, is a not-for-profit 501c(3) organization with 800 Sigma Tau Delta chapters in the US and abroad. Its outreach programs for secondary schools, the National English Honor Society (NEHS), and middle schools, the English Language Arts Honor Society (ELA), have an additional 1,100+ chapters, and are the only national honor societies exclusively for secondary school English students. Combined, we are the second largest collegiate honor society in the entire country.

Position Summary:

The Event Planner (EP) reports to the Director of Society Operations (DSO) and provides administrative support for Society programs. The EP will aid in the planning and execution of the fall board meeting and spring convention, with particular emphasis on maintaining the relevant website, application, databases, and spreadsheets; and other duties consistent with the skills of the EP and the needs of the Society.

Essential Duties and Responsibilities:

Event Planning and Coordination

Collaborate with Central Office (CO), Committee Chairs, and Board of Directors (BOD) to determine event objectives and requirements.
Direct the physical planning and logistics for events, including accommodations, facilities, catering, signage, and accessibility.
Utilize and maintain event management databases, including submission, registration, and event program platforms.
Draft event budgets, ensuring costs remain within budget limits.
Monitor invoices, track income and expenses, and report revenue accurately.
Orchestrate shipping of event materials to and from event.
Coordinate all arrangements with event vendors and partners.
Coordinate event sponsorship, recruiting sponsors, managing ad invoicing and submissions.
Coordinate, plan, and host webinars for Sigma Tau Delta, NEHS, and ELA.
Coordinate with CO and BOD on planning, marketing, and hosting regional conferences.
Coordinate participation in discipline-specific trade show events, such as the NCTE Convention

Administrative & Technical Support Duties

Assist in managing databases used to store important information such as member data, event details, and other relevant data. This may include data entry, organization, and ensuring the databases are secure and functional.
Assisting in email distribution.
Providing basic technical support to members, including troubleshooting login problems, guiding members on how to navigate websites, or resolving any technical glitches they may face.
Oversee digital certificate management such as assisting with enrollment, coordinating issuance, ensuring secure distribution, monitoring expiration dates, handling revocation requests, and maintaining compliance.

Event Management

Determine and manage guest lists based on event purpose.
Ensure a positive guest experience by addressing needs and concerns effectively.
Recruit, train, and manage volunteers assigned to event-related tasks.
Manage event set-up, coordinate room configuration, liaise with hotel staff to problem solve.

Contract Management

Develop internal and external client contracts, ensuring fulfillment of contractual obligations.
Execute internal and external contracts and obligations related to events.

Content Management Duties

Assisting with website content management, including adding new information, images, and resources to keep the websites up-to-date and engaging for visitors.

Specialty Factors (Civil Service):

None

Minimum Required Qualifications (Civil Service):

Bachelor's degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
One (1) year (12 months) of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or any other related field.

Minimum Required Qualifications (SPS):

N/A

Salary: $39, $55,162.32/annually

Application Procedure:

Application Procedures:

Fully complete the Education and Work History sections of the application. Be specific on your entire work history, including employment dates and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however, it will be converted to a full-time equivalency to determine combined length of experience. Important: Please upload any unofficial transcript(s) and/or documentation that verifies any education, experience, and/or training you have received.
- If eligible for Veteran's Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.
After the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification, including any specialty factors associated with this position. If you meet the minimum required qualifications for this position, you will receive a score based on your education and experience, and your name will be placed on the active employment register.
Please monitor your e-mail for further information regarding your application. Emails will be generated from and . Please add these emails to your address book to ensure timely delivery of any future communication.
Illinois residency required within 180 days of the hire date.

Credentials Assessment Examination:

The examination for this position is a Credentials Assessment and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant's/employee's education, experience, and special credentials/qualifications (licenses, etc.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
Required documentation noted in the posting, such as a driver's license, licensures, or certifications MUST be uploaded with your application materials.
After assessment of all qualified applicants has been completed for this position, the names with the top three (3) scores will be referred to the hiring department for interview.

Additional Details:

Click on Events Administrator Associate for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
- Applicants who may assume they do not meet the exact minimum qualifications are still invited to apply. Within the application documents, applicants should be sure to explain how their credentials and related qualifications address the requested minimum requirements.
Please click on Human Resource Services – Benefits for detailed information about Northern Illinois University's benefits package.
Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

EEO Statement Summary:

In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, ethnicity, color, national origin, ancestry, sex, religion, age, disability (physical and mental), marital status, veteran status, sexual orientation, gender (identity and expression), political affiliation, or any other factor unrelated to professional qualifications, and will comply with all applicable federal and state statutes, regulations and orders pertaining to nondiscrimination, equal opportunity and affirmative action.

The following person has been designated to handle inquiries regarding the non-discrimination policies:

Ethics and Compliance Officer, Title IX Coordinator
Health Services Building Room 230

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