Requisition Number: 18661 Location: Boulder, Colorado Employment Type: University Staff Schedule: Full-Time Posting Close Date: 19-Jun-2019 Close All Job Summary CU Boulder welcomes applications for a Conference & Event Space Coordinator. This role will report under CU Conference Services (CUCS), a unit within Housing & Dining Services (HDS). The person hired into this role will be responsible for a broad range of professional functions in managing use of facilities within HDS. This position is responsible for the organization, staffing and execution of all such conferences/events in assigned areas including the Kittredge Central Multipurpose Room, the Village Center Meeting and Event Space, Abrams Lounge, residence hall classrooms, and outdoor space managed by HDS. The position plans and organizes support for conferences/events, trains and supervises conference e/event staff, and coordinates conference/event services with related HDS partners such as catering to ensure successful conference/events. This position reports to the Assistant Director of Conference Operations. Who We Are CU Conference Services creates a conference experience unique to the needs of your participants. With the resources of a top-tier public research university and an experienced staff, we provide unparalleled service. With each conference, we assign an individual conference coordinator who arranges all of the logistics from start to finish, providing ongoing assistance throughout each program. We pride ourselves in our extensive knowledge of conference planning and university operations, and we strive to provide exceptional service for all of our guests.We provide a full range of event and meeting management services, from small department meetings to annual corporate events. We reduce the need for contracting with multiple offices on campus and can also coordinate off-campus events in the Boulder area and beyond. What Your Key Responsibilities Will Be Schedule Schedule and conduct planning meetings, tours, and walkthroughs with clients as necessary to develop and communicate understanding and expectations of all conference/event arrangements (typically 400-500 events each year). Make recommendations and advise clients to best match their needs to the conference/event resources, facilities, and services available through the university including clarifying setup configurations with regard to square footage and/or fire code restrictions, conference/event timing, and A/V requirements.Develop appropriate communication plan and execute the distribution of this plan to students, faculty, staff, guests, and internal/external clients. Prepare, negotiate, execute and manage detailed event contracts with clients describing facilities and services for events in the MPR and the Village Center Meeting and Event Space. Ensure that university goods are services that were contracted for are carried out. Serve as a resource/liaison for information on university and outside services and facilities, and recreational, cultural, and educational opportunities available in the area. Modify booking(s) and/or find alternate space when additional client inquiries for the same date/time arise. Negotiate with clients with preexisting reservations to present alternative bookings. Collaborate with Sales & Marketing Coordinator on groups deciding between self-managing and conference management fee. Ensure smooth transition from sales to coordination if groups decide to self-manage. PlanningWork with Events Planning and Catering (EP&C) and Campus Dining Services (CDS) to assist on event setup needs, create floor plan diagrams for correct placement of food and beverage.Work with Center for Student Involvement for approved student groups utilizing CUCS event spaces to ensure alignment with all University policies.For events with alcohol, inform the client and event Designee of the campus alcohol policies. Advise client on the proper signage and supplies needed to be in compliance with these policies. Support access management by collecting access requests and coordinating with the campus card office to provide access cards and individual locking plan changes when event needs fall outside of the normal unlock/lock schedule. Create weekly event email for key stakeholders on facility usage. Logistics In the absence of Conference Operations Assistants, perform all event setup and shift staffing.Develop conference/event staffing and logistics plan. Direct staff and/or provide on-site logistics coordination and AV support of major conference/events. Direct staff and/or provide on-site logistics coordination and AV support of major conference/events, including troubleshooting problems that may arise during the conference/event.Coordinate with the AV Administrator on any AV issues in event spaces. Collaborate on strategies for client AV requests outside of the normally provided services. Keep AV Administrator informed of large events that will require additional resources and assistance.Remain on-call during all scheduled events to troubleshoot AV, setup, and staffing issues. Coordinate in person or over the phone with the Conference Operation Assistants and/or the AV Administrator. Follow up with clients after events to ensure expectations were met. Review client feedback surveys to research, analyze, and identify operational and training strategies and goals. Summer Operations Manage all scheduling requests from internal and external clients for space usage in residence hall classrooms and lounges during summer. Plan and manage the schedule of all summer non-conference events in Kitt Central, Village Center, Abrams Lounge, residence hall classrooms, lounges and HDS fields. Oversee weekday mail pickup and delivery of over 1,500 letters and packages during the summer. Keep track of package log, work with HIT to develop package tracking software, and assist when packages/letters are missing or misdelivered. Operations Management Collaborate with the CUCS Business Services Manager and CUCS business services practices develop and manage operational budget including student staff hourly wages.Create accurate financial records related to each conference/event. Manage accounts or charges associated to reservations for conferences/events. Prepare for approval final billing/invoices for charges associated with rental of conference/event space. Negotiate and resolve billing disputes in a timely manner as necessary.Develop and update, as needed, policies and procedures for effective management of the facilities use program and assure compliance. Work with the Director and Assistant Directors to review, update, and create policies for Kitt Central, Village Center, and Abrams Lounge.Responsible for oversight of the furniture and equipment located within Village Center Meeting, Kitt Central, and Abrams Lounge as well as the materials utilized in each space. Conduct an inventory of all furniture and equipment located within the residence hall classrooms at the beginning and end of the summer. Manage and track the use of of materials within any and all spaces and areas of responsibility, and coordinate with involved parties to purchase/replace needed materials. Coordinate with the AV Administrator for all AV management and repair. When repairs are needed, contact the Building Manager and AV Administrator to report the problem and troubleshoot a temporary solution until the issue can be resolved. Work with the AV Administrator, Director, and Assistant Director on supplies needed to solve issues and/or increase event space capabilities to attract clients. Utilize Kinetics (Kx) and EMS to accurately schedule and manage conference and events in Kitt Central, Village Center, Abrams Lounge, residence hall classrooms and CUCS fields. Implement EMS as the main reservation system for internal event space requests. Collaborate with EMS Coordinator to configure software to adjust to CUCS needs as policies and event space responsibilities change. Supervisory Oversee one full-time Conference and Operations Assistant.Assist with the departmental, recruitment, selection, and training of professional staff.Hire, train, evaluate and provide supervision for 7-10 Student Staff including Conference Operations Assistants. Interview potential candidates, train on AV, troubleshooting, event setup, and customer service skills. Create and manage Student Staff schedules to ensure adequate coverage of all event staffing, setup, and task requirements during both the academic year and the summer (typically 15-35 scheduled weekly shifts during school year, 40-60 scheduled weekly shifts in summer). Liaison between CUCS team members and the Conference Operations Assistants for all conferences. Ensure Conference Operations Assistants provide the setup, A/V, and staffing support required for all conferences on campus.Review and approve Conference Operations Assistants timecards in Kronos.Lead weekly Conference Operations team meetings in the summer and monthly meetings during the academic year. Plan sessions at the start off each semester with Conference Operations team. Conduct end of the semester evaluations for all Conference Operations Assistants. AdministrativeUtilize CUCS business practices, generate purchase orders, purchase requisitions, payment vouchers, procurement card purchases, restaurant exemptions, travel vouchers, invoices, and contracts as necessary in a timely manner and in accordance with university fiscal policies.Participate in HDS/RES and campus professional development sessions.Participate in and/or support HDS/RES committees as needed.Provide information and communication of office activities and decisions to others throughout HDS/RES.All other duties as needed. What You Should Know Ability to work evenings and weekends. What We Can Offer The Anticipated Starting Salary is $44,000 commensurate with experience. 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 Adaptable. Be Supportive. Be Boulder. What We Require Bachelor?s degree from an accredited college or university. Preference will be given to degrees in business, hotel management, or related field.Two years of full-time experience in the administration or coordination of centralized business operations and event management. What You Will Need Demonstrated skills in MS Word, Excel, Outlook and Power Point.Demonstrated ability to work collaboratively with others, emphasizing an ability to problem solve by utilizing human resources skills.High attention to detail and the ability to handle multiple tasks.Effectively supervise the work of others.Problem solving skills including conflict/mediation skills.Excellent customer service skills.Strong ability to utilize computer applications to produce a variety of reports, work orders, and communication.Knowledge of campus residence hall facilities.Knowledge of conference and event scheduling software system.Plan and coordinate process for multiple types of events.Knowledge of questions to ask clients in guiding them through inquiry and event planning processes.Knowledge of Business English, spelling and grammar.Analyze and research technical problems over the phone or in person and use independent judgment, analytical skills and professional principles to create a best-fit solution.Ability to exercise attention to detail and design safeguards to prevent scheduling errors and conflicts.Communicate effectively, both orally and in writing.Establish good working relations with internal and external clients.Utilize advanced multitasking skills, including working on several tasks simultaneously.Plan, organize, execute, and evaluate services and programs.Plan, organize and carry out assignments effectively.Establish good rapport with other university departments and constituencies within the community.Ability to be proactive in solving problems independently and as a team.Work independently with limited supervision.Ability to work and manage in a team environment. Special Instructions To apply, please submit the following materials: 1. A current resume.2. A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position. You will not be asked to upload references at this time. Please apply by June 19, 2019. Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs. Posting Contact Name: CU Boulder Human Resources Posting Contact Email: 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.Requirements:InsideHigherEd
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