Events Coordinator, Senior

Northern Arizona University - Flagstaff, AZ4.3

Job Description

The ITEP Event Coordinator, Sr. position is responsible for coordinating all aspects of event planning and delivery for several large national traveling conferences and other events. The Event Coordinator, Sr. works closely with other ITEP staff, including Directors, Administrative and Student support staff, as well as NAU and third party personnel, to ensure all tasks are executed according to schedule, and in accordance with ITEP and NAU policies and procedures.

This position undertakes and/or oversees the completion of a wide variety of event planning activities, such as:

Coordinates with project and support staff to determine event scheduling, venue options, technical resources, setup needs, and other special requirements; communicates updates with staff to finalize and confirm details;
Books and schedules facility and services for use by ITEP projects; negotiates rental contracts, facility use agreements, terms of payment, and other documentation or permits required for event; estimates costs and determines event budget in conjunction with program staff.
Lodging/facility contracts, food/beverage requests, audio/visual needs, transportation providers, other services as needed
NAU Contracts and Purchasing Office, Convention & Visitors Bureaus or other location-specific contacts, meeting facilities, private service providers (transportation/charters, A/V, shipping/receiving, etc.)
Prepares internal documents for requesting honoraria, stipends, or other payments to performers, speakers, and/or attendees.
Maintains direct contact with personnel of various outside organizations and university departments associated with scheduled events.
Point of contact for all event planning activities
Meets regularly with project teams and other essential entities to communicate updates
Coordinates event logistics and execution including: meeting space arrangements, staffing, supplies and equipment, schedules, etc.
Prepares detailed schedules, listings, diagrams, etc., of event details and staff support
Coordinates on-site logistics and liaises with local contacts for all event needs
Provides guidance and coordination for use of shared supplies, displays, and other materials
Manages shipping/receiving for event.
Serves as ITEP lead representative during events by ensuring all aspects of events are implemented and monitored according to plans, responding to and resolving emergency situations and/or patron problems, including medical emergencies or security incidents;
Schedules meetings with on-site contacts.
Maintains accessibility via cell phone and email throughout event, including outside of business hours
Coordinates pre- and on-site registration, including fee processing and collections, ticket or promotional item sales, and other transactions for customers associated with events (such as attendees, vendors, etc.); oversees setup and documentation for handling sales including training staff and reconciling transactions.
Assists with settlement of event billing details by reviewing invoices and receipts, identifying missing or required information, and determining fiscal accuracy of fees; provides detailed findings and supporting documentation to finalize requisition and payment process.
Monitors the activities of subordinates, either in full or in part, including administrative support staff, part-time temporary and/or student staff, and others on a project-specific basis, and provides training and guidance on required tasks and activities.

Minimum Qualifications

Bachelor's degree in Business Administration, Hospitality or Event management, or other related field AND three years of facility and/or service administration and event coordination experience; OR,
Seven years of progressively responsible experience in facility and/or service administration and event coordination; OR,
Any equivalent combination of experience, training and/or education.

Knowledge Skills and Abilities

Knowledge of event planning activities and contract administration.
Knowledge of budgeting and accounting principles and practices.
Knowledge of supervisory practices and principles.
Knowledge of technical requirements and supply/equipment needs for various events.
High level of organizational skills and attention to detail required to coordinate several events simultaneously.
Ability to effectively communicate orally and in writing.
Ability to travel several times per year up to one week at a time to conduct events and site visits.
The ability to work effectively with people from a variety of culturally diverse backgrounds.

Background Information

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.

Additionally, 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.

Finally, each year the Northern Arizona University Police Department releases an annual security report. The report is a result of the federal law known as the Clery Act and contains policy statements that address the school’s policies, procedures and programs concerning safety and security including policies for responding to emergency situations and sexual offenses. The report contains three years of data for Clery reportable crime statistics for the campus along with the most current year’s Fire Safety Report, which includes policy statements and fire statistics for Flagstaff on-campus student housing.

The report may be viewed at or by visiting the NAUPD website at: A printed copy of the report is available upon request by contacting the NAU Police Department, Records Department at (928)523-8884 or by visiting the department at Building 98A on the NAU Mountain Campus.


This position's pay grade is 51. The salary range for this paygrade can be found on the CLS Grade Schedule.

**The starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information.

FLSA Status

This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time worked.


This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available at Classified Staff employees are in a probationary status for their first six months at NAU.

NAU is a tobacco and smoke-free campus.

Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date. More information is available at:

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days ( If your position includes the supervision of a benefit-eligible employee, we offer the NAU Supervisors Academy for you to complete within your first 2 years. In addition to the development classes offered in-person, every NAU employee receives a free subscription to From this site you can access more than 1,400 training videos on a broad range of subjects, including business skills, photography, music and video, home computing, and web design and development.

Application Deadline

October 23, 2018 at 11:59 p.m

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on line at or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process please contact the Office of Equity and Access at: 928-523-3312/TDD - 928-523-1006 or PO Box 4083, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

EEO is the Law Poster and Supplements

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.