Events Scheduling Assistant

Colorado Springs, CO
Jun 03, 2017
Institution Type
Four-Year Institution

This position works to schedule facilities and coordinate all event logistics for the entire campus through electronic and oral communication. This includes the scheduling of the auxiliary spaces, outdoor spaces and academic spaces (including some computer labs) on campus. This position will serve as a campus information source for facility and equipment usage, catering, event policies and procedures, pricing, rentals and space availability. Will be a liaison with multiple departments and student organizations across campus to meet client needs. In addition, this position will manage all billing for each event. This position requires great attention to detail, data entry, email competency and strong oral and written communication skills. Will use multiple software platforms, including Event Management Scheduling Software and Event Diagram Software.

Job Duties:
  • Responsible for overseeing event billing from communicating charges to the client in advance
  • Contacts and coordinates with third party vendors and suppliers to make up for equipment
  • Arrange all event logistics for clients including parking, IT, security, A/V. custodial, external
  • Greet and/or coordinates staff for onsite, day of event support, including checking setups,
  • Responsible for seeing events through the planning process from inquiry to event day for
  • Will oversee and manage administrative tasks related to catering including creating Banquet
  • Will serve as a liaison with the Student Life & Leadership department, including Student
  • Ascertains user needs and makes appropriate recommendations to customers in order to
  • Perform other duties as assigned to meet the needs of the Division and campus.
  • Works closely with academic and administrative departments on campus. Will advise

Job Competencies:
  • Knowledge of and ability to use office electronic calendaring software
  • Knowledge of applicable computer applications and basic computer functions
  • Ability to compile data and prepare reports
  • Use office tools available on the desktop (eg, Word, e-mail, PowerPoint and Excel)
  • Ability to understand and follow written and oral instructions
  • Ability to perform assigned responsibilities with minimal to moderate supervision
  • Work with a variety of individuals and groups in a constructive and collaborative manner
  • Knowledge of CUs vision, structure, culture, philosophy, values, and code of ethics
  • Manage various objectives, projects, and groups to make judgment on prioritizing and time
  • Build effective working relationships within and across departments and reporting lines
  • Constructive, collaborative negotiation techniques used with internal and external staff
  • Generate productive relationships with internal and external partners
  • Ability to manage office administrative tasks effectively and efficiently
  • Use of office support, desktop tools (Word, e-mail, PowerPoint, Excel)
  • Appropriately express oneself when communicating orally with others
  • Ability to prioritize, organize and perform multiple work assignments simultaneously
  • Approaches for recognizing, anticipating, and resolving problems in diverse situations
  • Process improvement techniques to understand, update, or enhance existing work processes
  • Products and Services
  • Knowledge of and ability to use strategies, practices and tools for administering projects
  • Knowledge of project planning and development. Plan, organize, and monitor projects
  • Establish and build healthy relations and partnerships with clients, vendors, and peers
  • Prepare clear and concise reports, policies, procedures, and other written materials
  • Ability to represent the University in appointed area as required
  • Ability to establish and maintain effective working relationships
  • Relationship Building

For the purposes of FLSA, this position has been determined to be non-exempt from (eligible for) overtime under FLSA

Salary Range: $32,000 to $38,000

The University of Colorado, Colorado Springs offers a full benefits package. Information on University benefits programs, including eligibility, is located at

The University of Colorado is committed to providing a safe and productive learning, living and working community. To assist in achieving this goal, we conduct background investigations for all prospective applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history check.


Minimum Requirements:
  • Bachelor's degree
  • One year professional event planning experience

Preferred Requirements:
  • One year of higher education or corporate event planning experience
  • Two years of administrative office work

Special Instructions to Applicants:• Applications submitted by June 16, 2017 will receive full consideration. • Applications submitted through email or surface mail will not be considered. Please apply at • Upon request, please be prepared to provide five professional references (at least two previous/current supervisors), including their email contact information. • Official Transcripts will be required upon hire.

Application Materials Required:Cover Letter, Resume/CV

Job Category: Administrative Support and Related

Primary Location: Colorado Springs

Department: C0001 -- Colorado Springs Campus - 40131 - SSVC-University Center

Schedule: Full-time

Posting Date: Jun 2, 2017

Closing Date: Ongoing

Posting Contact Name: Alejandro De Jesus

Posting Contact Email:

Position Number: 00734212