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Event Coordinator

Employer
University of Colorado Boulder
Location
Boulder

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Event Coordinator

Requisition Number: 44739
Location: Boulder, Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 12-Dec-2022
Date Posted: 05-Dec-2022

Job Summary


The Renee Crown Wellness Institute (the Crown Institute) welcomes applications for an Event Coordinator! This role is an invaluable team member in supporting the engagement of community members, researchers, donors, and students in a wide variety of events. This role will be responsible for the planning, implementation, and follow-up of events, including educational events, donor events, internal community-building events, outreach events, and research events.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are


The Crown Institute’s research (https://www.colorado.edu/crowninstitute/) focuses on practices, programs, and policies that foster wellness among children and youth, families and caregivers, and educators. Scholars in multiple fields work together and in partnership with families, teachers, young people, and community members. The overall approach to the study of wellness in the Crown Institute foregrounds the importance of contextual factors and addresses disparities in access to health and education, such as those related to gender, race, ethnicity, sexual orientation, language, geography, or other forms of identity. Current areas of Crown Institute work include, but are not limited to, participatory action research with Latinx families, mindfulness and compassion among educators and youth, and factors that support young people’s sense of belonging and agency in communities and schools. Future research may build upon existing areas of research in the Crown Institute or may explore new areas not currently represented. Our founding team brings together faculty from the Department of Psychology and Neuroscience in the College of Arts and Sciences and faculty from the School of Education.


What Your Key Responsibilities Will Be


Event Communications
  • Communicate and collaborate effectively with relevant Crown Institute teams including the Communications team, the Outreach and Education team, the Advancement team, and the Crown Institute leadership.
  • Schedule events, including sending calendar invites, event reminders, and post-event gratitude notes.
  • Maintain a calendar of events and post events on the campus events website.
  • Project manage event promotion and post-event feedback (e.g., liaison between the host and communications team; deliver or ensure all content is developed and shared in a timely manner across all communications channels, identify photos to be shared across communications channels).
  • Create event registration and maintain lists of registrants. Manage communications to registrants, such as “Know Before You Go” emails.
  • Respond to inquiries related to events.

Event Preparation and Follow-up
  • Work with communications, outreach and host team(s) to manage invitations and mailing lists maintaining both CU and Crown Institute brand and marketing standards.
  • Serve as liaison with vendors on event-related matters and as TIPS Coordinator (alcohol service for events).
  • Coordinate and monitor event timelines and ensure timelines are met.
  • Reserve space for in-person events.
  • Develop run of show document with speaker notes, photography shot lists, and program creation, management and execution or briefing packets as needed.
  • Order food and refreshments, manage vendor negotiations.
  • Manage supply, rental and delivery logistics.
  • Set up zoom for virtual events, record, store, and share recordings.
  • Arrange parking.
  • Manage large data sets for outreach that lead to informed event creation.
  • File contact reports in the Advancement Database for all attendees at all large advancement events and coordinate with the Crown Institute Systems team to enter relevant information in the database.
  • Keep inventory of supplies and replenish when necessary.

Event Facilitation
  • Take attendance.
  • Coordinate photography before, during and after events.
  • Event set-up and break-down including: furniture, catering, materials/hand-outs, name badges, table tents, labels, and teleconferencing.
  • Assist with managing on-site production and clean-up for events. Track and report on evaluations and other feedback from events.
  • Manage all invoicing and vendor payments in a timely manner.
  • Manage event-specific budgets.

Event Travel
  • Arrange travel including flights, hotel, meals, ground transportation, support with reimbursements, and creating detailed itineraries.

Retreats
  • Work directly with partnering organizations or locations to arrange all details for Crown Institute retreats.
  • Manage communications and coordination of all logistics, including transportation.


What You Should Know


All University of Colorado Boulder employees are required to align with the campus COVID-19 vaccine requirement. New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.

This position offers the opportunity for hybrid work including both on-site and remote work hours. Occasionally, this position may require evening or weekend work hours.


What We Can Offer


The hiring range for this position is $50,000-$60,000 annually.


Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be collaborative. Be strategic. Be Boulder.

What We Require

  • Bachelor’s Degree or equivalent combination of education and/or relevant experience.
  • 1 year of experience planning and managing projects.


What You Will Need

  • Ability to exercise a high degree of diplomacy, discretion and collaboration.
  • Ability to effectively manage third-party relationships.
  • Software Proficiency: Microsoft Office Products, including Word, Excel, Outlook, and PowerPoint; database management software.
  • Excellence in integrity, responsibility and ethics in administrative duties and professional relationships, including attention to detail with regard to compliance with ethical and professional standards and guidelines and handling of confidential and sensitive matters; excellent judgment and skills to identify problems and to develop solutions effectively and efficiently; excellent time management skills, with the capacity to flexibly meet challenges as they arise, prioritize tasks and set timelines, and excellent follow through on commitments and timelines; takes personal responsibility for actions.
  • Commitment to inclusive excellence including being oriented to equity, diversity, inclusion and accessibility, as evidenced by actively welcoming and encouraging participation of all members of Institute teams and communities, accepting and honoring diverse perspectives, and continually building skills to identify and help mitigate personal and institutional biases and barriers to inclusion.
  • Commitment to innovation, including the ability to think critically and creatively to solve problems or try innovative approaches; engages in continuous learning to promote personal and Institute growth; adapts to change.
  • Outstanding collaboration skills, including the ability to identify clearly how this work supports the mission of the Institute and the university; to work collaboratively with diverse groups of faculty, staff, community members, and other Institute partners, to value and incorporate diverse perspectives; and to remove barriers to solving problems.
  • Excellent communication skills; ability to adjust communication style for setting and audience; attentive listening and consistent expression of respect for others’ unique backgrounds and perspectives; ability to encourage and support the expression of diverse viewpoints; ability to engage in candid and constructive dialogue on difficult topics.


What We Would Like You To Have

  • Experience working in higher education, public service, or nonprofit/fundraising environments.
  • Understanding of the complexities of donor engagement and stewardship.
  • Experience in planning high-end or executive-level events and managing c-suite constituents.
  • Experience in luxury hospitality.
  • 3 years of experience planning and managing projects.

Special Instructions

To apply, please submit the following materials:
  1. A current resume.
  2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
We may request references at a later time.
Please apply by December 12th, 2022 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.


To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Event-Coordinator/44739







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