The Event and Summer Conferencing Manager works to schedule facilities, campus lodging and coordinate all event logistics for summer conferencing events through electronic and oral communication including in-person meetings. This position will also support various contracted events during the academic year. Examples of contracted events include weddings, meetings, youth groups, seminars, retreats, reunions, trainings, sporting events, and trade shows. Facility scheduling includes but is not limited to auxiliary service spaces such as the University Center, Recreation Center, Gallogly Event Center outdoor spaces, and academic spaces on campus. This position will serve as a campus information source for facility and equipment usage, catering, dining, lodging, event policies and procedures, pricing, rentals and space availability. The position will assist with developing contracts and managing event invoicing for clients.

Job Description:

• Ascertains client needs and makes appropriaterecommendations to client on how to best utilize facilities and resources.
• Arranges all event logistics for clientsincluding event parking, Information Technology, security, audio visualrequests, custodial support, external rentals, event staffing, event spacelayout, etc.
• Directs the conversion of campus housing toconference ready, maintains inventory of supplies needed and orders linensupplies.
• Reserves and allocates campus lodging for allsummer guests.
• Works with Catering Coordinator to create andmanage Banquet Event Orders (BEOs) for events and dining needs for summerconferencing.
• Contacts and coordinates with third partyvendors and suppliers to make up for equipment shortages.
• Coordinates staff for events and summerconferences to include managing onsite, day of event support, includingchecking setups, catering deliveries, audiovisual setup, check ins, check outs,on call service and guest services administration to meet client expectationsfor events.
• Responsible for assessing appropriate eventcharges for assigned events and insuring events are billed appropriatelyaccording to the contract.
• Completes data entry of event informationinto the event management/ scheduling software, KxConferencing.
• Assists in the training of the department’sstudent event coordinator staff and provides ongoing support and developmentfor all student employees.
• Recruit, hire, train, mentor and manage allsummer conferencing assistants.
• Participates in departmental meetings andcommittees.
• Performs other duties as assigned to meet theneeds of the department, division and entire campus.

• Knowledge and experience working and managing a robust summer conference program.
• Knowledge of and ability to use Microsoft Office Suite and specifically Outlook, Excel, and Word and other applicable applications.
• Ability to understand and follow written and oral instructions, policies, and procedures.
• Perform assigned responsibilities with minimal supervision.
• Problem solve creatively with limited resources and direction in diverse situations.

• Work with a variety of individuals in a constructive and collaborative manner.

• Build effective working relationships within and across departments and reporting lines.

• Manage office administrative tasks and communicate effectively in a professional manner.

• Ability to remain calm and function effectively in stressful situations.

• Prioritize, organize and perform multiple work assignments simultaneously.

• Ability to critically reflect on improving performance, procedures, event success, and provide appropriate feedback.

• Ability to adapt and be flexible.

• Ability to sustain and endure through peak business seasons.

• Willingness to work flexible hours including nights and weekend.

This position has beendetermined to be exempt from the overtime provisions of the Fair LaborStandards Act (FLSA).

Salary Range:  $44,000 - $48,000

TheUniversity of Colorado Colorado Springs offers a full benefits package.  Information on university benefits programs,including eligibility, is located at http://www.cu.edu/employee-services.

TheUniversity of Colorado Colorado Springs is committed to providing a safe andproductive learning, living and working community. To assist in achieving thisgoal, we conduct background investigations for all prospective applicants beingconsidered for employment. Background investigations include a criminal historyrecord check, and when appropriate, a financial and/or motor vehicle historycheck.

• Bachelor’s degree.
  
• Three to five (3-5) years of professional experience working in or managing a robust summer conferencing program or in the hospitality industry specializing in conferencing.

• Two (2) years of experience working with college students in a higher education environment.
  
• Master’s degree in business, hospitality or related field.