Event Coordinator

Employer
University of Colorado Colorado Springs
Location
Colorado Springs, CO
Closing date
Oct 23, 2021

Job Details

Description
The Event Coordinator works to schedule facilities and coordinate all event logistics for contracted clients and all Heller Center rental clients through electronic and oral communication including in-person meetings. 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, outdoor spaces, and academic spaces 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. The Event Coordinator will be a liaison with multiple support departments across campus to meet client needs and they will manage all billing for assigned events.

 

Who We Are:

The University of Colorado Colorado Springs (UCCS) is one of four campuses in the University of Colorado system and is home to over 9,500 undergraduate and 1,900 graduate students.

Colorado Springs (pop. 450K+) is situated at the base of Pikes Peak, offers many recreational and cultural activities and was recently ranked by U.S. News & World Report  as one of the top Best Places to Live in the U.S.

 

Job Duties:

Works to build relationships with 3rd party contract clients to service their needs appropriately and assist with generating repeat business.Ascertains client needs and makes appropriate recommendations to client on how to best utilize facilities and resources.Arranges all event logistics for clients including event parking, Information Technology, security, audio visual requests, custodial support, external rentals, event staffing, event space layout, etc.Creates and manages Banquet Event Orders (BEOs) for events.  Ensures and enforces state and university guidelines and policies regarding events with alcohol and food service. Contacts and coordinates with third party vendors and suppliers to accommodate client’s equipment, furniture, and service needs. Coordinates internal and external events at the Heller Center, a unique venue with indoor, outdoor, and housing capabilities.Coordinates staff for onsite, day of event support, including checking setups, catering deliveries, audiovisual setup, and inspecting rooms to meet client expectations.  Will be present to support events day of as necessary.Responsible for assessing appropriate event charges for assigned events, building quotes or pricing proposals, assists with contracts and final billing.Completes data entry of event information into the event management/ scheduling software, KxConferencing.Assists in the training of the department’s student staff and provides ongoing support and development for all student employees.  Ensures quality of service provided by department personnel for all assigned events.Performs other duties as assigned to meet the needs of the department, division and entire campus.  

Job Competencies:

Excellent organization and attention to detailKnowledge of and ability to use Microsoft Office Suite and specifically Outlook, Excel, and Word and other applicable applications.Ability to learn, use, and manage event management software and diagram software.Ability to understand and follow written and oral instructions, policies, and procedures.Perform assigned responsibilities with minimal to moderate supervision.Problem solves 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.The Event Coordinator can anticipate an irregular work schedule with some night and weekend hours both during the academic year and for the summer.This position has been determined to be exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

What We Offer:

Salary Range: Generally starting at $35,051 - $45,228

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid vacation and time off, and a tuition benefit. Information on university benefits programs, including eligibility, is located at http://www.cu.edu/employee-services. Total compensation goes beyond the value on the paycheck.  Please consider reviewing the Total Compensation page at Total Compensation Calculators | University of Colorado (link: https://www.cu.edu/employee-services/collaborative-hr-services/total-compensation-calculator).

This position is dependent on the availability of auxiliary revenues funding.

Tentative Search Timeline:

  • The potential dates for interviews with the search committee will be the week of 8/9/2021
  • The potential dates for interviews with the supervisor and appointing authority will be the week of 8/23/2021.
  • The potential employee start date is 9/15/2021.
  • The University of Colorado Colorado Springs 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. 

    UCCS is an equal opportunity and affirmative action employer. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University of Colorado does not discriminate on the basis of race, color, creed, religion, national origin, gender, disability, age, veteran status, sexual orientation, gender identity or expression, genetic information, political affiliation or political philosophy in its programs or activities, including employment, admissions, and educational programs. Alternative formats of this ad can be provided upon request for individuals with disabilities by contacting the Office of Human Resources at (719) 255-3372.

    To perform this job successfully, an individual must be able to perform each of the established essential functions and meet the physical and environment demands described satisfactorily. The requirements listed are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, physical and environmental demands.

    Applicants with disabilities: If you have a mental or physical impairment, which limits one of your major life activities (e.g. walking, hearing, seeing, speaking, breathing, or learning) and require special accommodations for testing or interviewing, it is your responsibility to notify the office scheduling the interview or test at least 3 working days before the interview or test date.  If you need special accommodations at the work site, you must notify the appointing authority or Human Resources.

    The Immigration Reform and Control Act requires that verification of employment eligibility be documented for all new employees by the end of the third day of work.



    Qualifications
    Minimum Requirements:

  • Bachelor’s Degree.
  • Two (2) years of experience in event coordination, working with contracted clients, in hospitality or event industries; or entertaining/performing arts venues.
  • One (1) year of experience with event scheduling, including the use of event scheduling software.
  •  

    Preferred Requirements:

  • Two (2) years of experience planning and working with contracted events such as weddings, sport camps, lodging groups, and day conferences clients.
  • Demonstrated progressive administrative support (i.e. growth in responsibilities).
  • Previous experience working in a higher education environment.
  •  

    Physical Requirements:

    While performing the duties of this job, the employee is frequently required to sit.  Employee is occasionally required to move. Tasks may involve using a computer screen continuously for long periods of time. The employee must occasionally lift and/or move up to 20 pounds.



    Job Category: Hospitality
    Primary Location: Colorado Springs
    Schedule: Full-time
    Posting Date: Jul 16, 2021
    Unposting Date: Ongoing

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