at Northern Illinois University in DeKalb, Illinois, United States
Job Description
Position Information
Working Position Title
Event Planner (35460) EXTENDED
Classification
Events Administrator Associate
Position Number
00035460
Open Date
04/26/2024
Close Date
05/22/2024
Priority Review Date
Employee Class
Staff
Full-Time/Part Time
Full-Time
FTE
1.00
Position Status
Regular
FLSA
Exempt
Job code
5009
Union Representation
Union
Union Code
AFC - AFSCME C, Local #1890
Unit/Department
English
College/Unit
College of LA&S Dean
Division
Academic Division
Location
RH 216A
Link to Department Website or Custom Search Page
https://www.english.org/
Position Summary, Requirements, and Qualifications
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.
Minimum Required Qualifications (Civil Service)
Bachelor's degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a... For full info follow application link.
In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ancestry, sex, religion, age, physical and mental disability, marital status, veteran status, sexual orientation, gender identity, gender 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.
