Event Production Coordinator

Department: Norris University Center Admin
Salary/Grade: NEX/13

Norris University Center and our satellite venues offer spaces, services, and guidance that are focused on supporting student learning and community engagement. We are home to a variety of meeting rooms, the campus bookstore, a box office, a US Bank branch, several dining options, ballroom, auditorium, and other performance spaces, an art gallery, game room, student organization and activity offices, and so much more. Learn more about Norris University Center here: https://www.northwestern.edu/norris

About Student Affairs: By pursuing justice, equity, and belonging, Student Affairs cultivates student programs, services, and skills; disrupts barriers; and partners across Northwestern and neighboring communities to create an inclusive culture in which all students can thrive. Learn more about the Division of Student Affairs here: https://www.northwestern.edu/studentaffairs/about/strategic-plan/objectives.html

Job Summary:

The Event Production Coordinator provides room set-up and event support for the spaces Norris Event Management oversees, primarily within Norris University Center. This position will also assist the PSV team with performance group related tasks in Norris satellite spaces. The Event Production Coordinator provides supplementary supervision, coaching, and development in the absence of the Manager, for up to sixty (60) student staff, with the students in a mix of manager and attendant-level positions.

Schedule: Sunday-Thursday during the academic year; Monday-Friday during summer and some academic breaks.

Working Conditions: Must be able to occasionally work long hours (up to 12). Must be able to lift at least 50lbs. Must be able to work nights and weekends. This position services up to 4 different facilities around campus, walking or driving across campus is required occasionally.

Pay Range: The pay range for the Event Production Coordinator is $23.00 to $25.50 per hour, depending on experience, skills, and internal equity.

Principal Accountabilities:

(40%) Event space set-up

• Ensures that event spaces are set up accurately, according to the event details provided and industry best practices. This includes event furniture, basic AV, and other equipment. Checks in with clients when they arrive or ensures that student team members are doing so. Upholds the highest standards of customer service, both for themselves and all those that report to them. Collaborates with Technical Services, Operations, PSV, and other partners to ensure that events are successful.

(20%) Processes and procedures

• Assist in the management and creation of performance group processes for Norris and the Performance Satellite Venues. Provide direct support to performance groups through house manager tasks as needed, facilitating check-in and check-outs, and assisting in pre-production meetings with clients at Norris and Performance Satellite Venues for performances across all locations. Other tasks as assigned to ensure performance productions at Norris and Performance Satellite Venues maintain operational efficiency

(10%) Training

• Provides ongoing training to student staff. Assists with intensive fall training for Supervisors. Collaborates with Event Planning, Tech, PSV, Operations, and university partners to create opportunities for cross-training and cross-learning, so that staff are familiar with the entire event process and can support other areas as needed.

(10%) Liaison to students

• Attend events meetings, and pre-production meetings as needed. Communicates details to student employees. Communicates questions and issues back to manager or to Event Planning

(10%) Inventory and maintenance

• Helps maintain all event related furniture, linens, and supplies (excluding AV). This includes inventory management, asset tracking, and organization of storage spaces. This also includes repairs and laundry as needed. Coordinates with Norris Facilities for certain repairs and notifies Technical Services of any issues with AV equipment.

(5%) Serves as the Norris staff representative in the evenings, when other staff are unavailable. This means primarily for event support but may also mean assisting with Facilities or Operations related issues, and connecting with other departments as necessary.

(5%) Other duties as assigned.

• This includes assisting other departments, committee assignments, project management, transporting equipment, etc. This also includes serving as the backup to manager for payroll approvals.

Minimum Qualifications:

• Associate's degree or 2 years of equivalent work or education experience
• Ability to lift 50lbs, and spend extended time on your feet

Preferred Qualifications:

• Bachelor's Degree, preferably in an event related field
• Event production experience including room set up, reservations, or audio/visual
• Valid Driver's License
• Understanding of higher education and student development
• Experience in higher education or hospitality industry
• Experience with event management software

Minimum Competencies:

• Familiarity with Microsoft Office suite and email correspondence
• Demonstrated experience serving customers
• Ability to interpret and implement layouts and diagrams
• Demonstrated problem solving ability
• Self-motivated, ability to carry out tasks with minimal direction

Preferred Competencies:

• Experience with training and supervising staff/volunteers
• Demonstrated experience collaborating with diverse groups and stakeholders
• Experience with purchasing, inventorying, and maintaining equipment

Benefits: At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.htmlto learn more.

Work-Life and Wellness: Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.htmlto learn more.

Professional Growth and Development: Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.

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