Senior Events Coordinator – NIU Naperville (4347)

Northern Illinois University; DeKalb (IL); On-site; USD 40,000 - 60,000; Full time

Job summary

Northern Illinois University Naperville seeks a Senior Events Coordinator to manage conference center sales, client relations, and event execution at the NIU Naperville Regional Center. This role partners with catering, facilities, AV, IT, and other staff to secure events from inquiry to completion.

The position focuses on building client relationships, coordinating tours and proposals, and ensuring exceptional service delivery across weekdays and occasional weekends.

Qualifications

• Knowledge of arena entertainment management or athletic management.
• Knowledge of crowd control, food service or ticket control.
• Knowledge of business and management principles for strategic planning and coordination.
• Skill in coordinating assignments and schedules within a large university environment.
• Ability to collaborate and build strategic relations with colleagues, constituents and volunteers.
• Ability to plan, delegate and supervise work of others.
• Ability to write and communicate effectively for diverse audiences.
• Ability to identify problems, evaluate options, and implement solutions.

Responsibilities

• Book incoming leads and gather event details to match space and catering.
• Conduct venue tours and coordinate trade show participation.
• Follow up on leads from trade shows, calls, or visits.
• Maintain customer relationships and track status of leads.
• Assist with sales reports and marketing materials; coordinate with partners.
• Coordinate event preparation with catering, facilities, AV, IT, and staff.
• Provide outstanding customer service during events and ensure satisfaction.

Skills

Event coordination

Sales/marketing

Customer service

Team leadership

Communication

Problem solving

Education

High School diploma or equivalent

Tools

Trace system

Word processing software

Data management software

Job description

Find your Career at Northern Illinois University!

Senior Events Coordinator – NIU Naperville (4347)

Working Position Title Senior Events Coordinator – NIU Naperville (4347)

Classification

Classification Sr Events Coordinator

Position Number

Position Number 00004347

Open Date

Open Date 10/01/2026

Close Date

Close Date 10/09/2026

Priority Review Date

Employee Class

Employee Class Staff

Full-Time/Part Time

Full-Time/Part Time Full-Time

FTE

FTE 100

Position Status

Position Status Regular

FLSA

FLSA Exempt

Job code

Job code 0102

Union Representation

Union Representation Union

Union Code

Union Code AFC - AFSCME C, Local #1890

Unit/Department

Unit/Department Conferences Event Management

College/Unit

College/Unit Conf Event Mgmt-Ext Pgms

Division

Location

Link to Department Website or Custom Search Page

Position Summary, Requirements, and Qualifications

Position Summary, Requirements, and Qualifications

Overview

NIU Naperville is operated by the Division of Outreach, Engagement & Regional Development and functions as a University off-campus Regional Center providing classroom space and support for Conferencing, tenants and NIU Courses Monday – Saturday.
Located at the NIU Naperville Regional Center, this position reports to the Senior Events Coordinator within the Division of Outreach, Engagement and Regional Development and plays a critical role in the sales, planning, and operations of the NIU Naperville Conference Center. The primary purpose of the position is to generate conference center revenue by securing reactive and new business, managing the sales process, booking and planning events, and ensuring successful service delivery and customer satisfaction from initial inquiry through event completion.

Position Summary

This position is located at the NIU Naperville campus in Naperville, Illinois.

NIU Naperville is operated by the Division of Outreach, Engagement & Regional Development and functions as a University off-campus Regional Center, providing classroom space and support for NIU courses during evenings and Saturdays and serving as a conference center during weekdays, Saturdays, and occasionally Sundays.
The position serves as a key point of contact for conference center clients and is responsible for developing customer relationships, responding to inquiries, conducting facility tours, coordinating event details, addressing special requests and concerns, and ensuring that client expectations are effectively communicated and executed. The position works closely with catering, facilities, building services, audio visual, IT, and other conference center staff to coordinate all aspects of event preparation, execution, and breakdown.

Essential Duties and Responsibilities

Client Retention

• Book all incoming leads and gather all detailed information about event to find the right space and catering package.
• Conduct tours of the Venues.
• Coordinate participations in all appropriate trade shows identified by Director. This includes applying for booth space, arranging exhibitor services and NIU payments as needed. This position will also attend as booth personnel for these shows as needed.
• Follow up on all lead generated by trade show participations, calls, visit or other methods.
• Track contacts with customers and potential customers and report on status of leads.
• Assist with special projects that involve the sales and marketing of the centers. This includes, but not limited to: provide input on the development of new marketing materials; evaluate and recommend appropriate software, advertising and wedding trade show research; coordinate with Convention & Visitors Bureau:, and maintain relationship with hotels, chambers and Associations.
• Act as Back up for CSM’s at each location to handle client requests, booking and updating needs.
• Contact potential and past clients to discern their meeting schedules and facility requirements and introduce the Venues as potential meeting sites for their organization.
• Utilize trace system for follow through on group accounts to ensure prompt response from client and sales personnel.
• Assist with completing any required sales reports.
• Work to achieve required sales team goals.
• Have current knowledge of conference rates, strategies, discounts and promotions.
• Travel to other competitor locations for training and sales blitzes.
• Email correspondence directed by managers as needed
• Recruit new external clients each year to expand our corporate and community client base

Event Management

• Responsible for assisting in the planning of events for clients.
• Create catering contracts with facility clients; design custom menus; coordinate all catering with catering companies.
• Available to clients at all times during their events. He/she should be out on the floor where he/she is easily visible.
• Responsible for the appearance of the venue hall before and during the event.
• Work with clients to determine how many people are attending each event and what type of seating the client would like.
• Design room layouts for the client that meets the client’s seating needs and any entertainment needs, such as having a dance floor available or setting up equipment for audio visual presentations during the event.
• If the client has special requests for decorations, the Senior Events Coordinator may need to contact outside vendors to help supply equipment.
• Produce all food services to the agreed client standard through catering.
• Provide direction during emergency situations and coordinate with emergency personnel.
• Provide outstanding customer service to all clients and guests.
• Ensure the standards across the site(s) are in accordance with the Service Level.
• Attend Training Courses and perform other related duties as assigned.

Minimum Required Qualifications (Civil Service)

• High School graduation or equivalent.
• Any combination totaling four (4) years (48 months) from the following categories:
• Progressively more professional work experience in event coordination.
• College course work in any discipline, as measured by the following conversion table or its proportional equivalent:
• 60 semester hours equals one (1) year (12 months)
• 90 semester hours equals two (2) years (24 months)
• 120 semester hours equals three (3) years (36 months)

Knowledge, Skills, and Abilities (KSAs) (Civil Service)

• Knowledge of arena entertainment management or athletic management.
• Knowledge of crowd control, food service or ticket control.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
• Skill in coordinating assignments and schedules within a large University environment.
• Skill in considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
• Ability to work collaboratively and building strategic relations with colleagues, coworkers, constituents, and volunteers.
• Ability to effectively plan, delegate, and supervise the work of others.
• Ability to interact/communicate in a positive matter with a diverse clientele.
• Ability to communicate effectively in writing as appropriate for the needs of the audience.
• Ability to identify problems, evaluate alternatives, and implement effective solutions.

Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)

• Experience in supervising staff
• Experience using word processing and data management software
• Experience in customer service related field with demonstrated professionalism and friendliness to customers
• Experience in conference services, event management, hospitality, sales, business development, customer service, or a related field.
• Experience managing client inquiries, preparing proposals, coordinating events, and converting leads into confirmed business.
• Experience identifying and developing new business opportunities preferred.

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

• General office requirements.
• Able to lift 30 lbs.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

Anticipated Appointment Start Date 10/19/26

Anticipated Appointment End Date

Anticipated Appointment End Date 09/21/2045

Percent of Staff Year

Percent of Staff Year 1.00

Standard Hours Per Week

Standard Hours Per Week 37.50

Working Hours

Working Hours Tuesday - Friday 9:30 am - 6:00PM / Saturday 7:00 am - 3:00 pm some evenings

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:

Director of Civil Rights Office, Title IX Coordinator
Health Services 2nd floor
[e-mail]
815-753-0455

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

ADA Accommodation

NIU remains committed to ensuring that its recruitment and application procedures include full opportunities for applicants with disabilities. Employment opportunities will not be denied to anyone because of the need to make accommodations for a person’s disability during either the application or interview process. An applicant who believes they require an accommodation to participate in the employment process due to a disability may request that accommodation through the Accommodation Request Form . For further assistance, please contact the office of Aff…