The Event Coordinator works to schedule facilities and coordinate all event logistics for campus departments, student clubs and contracted clients through electronic and oral communication including in-person meetings. 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 will manage all billing for assigned events.
Ascertains client needs and makes appropriate recommendations to client on how to best utilize facilities and resources.
Work with the Student Life & Leadership department, including Student Government, Greek Organizations, Office of Student Activities and Clubs and Orgs to coordinate event needs.
Works closely with academic and administrative departments on campus.
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.
Works with Catering Coordinator to create and manage Banquet Event Orders (BEOs) for events. Serves as a back-up to the Catering Coordinator, for BEO distribution, when he/she is out of the office.
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 clients’ equipment and service needs.
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
Assists in preparation for and participates in departmental meetingsand committees and facilitates meetings when necessary.
Performs other duties as assigned to meet the needs of the department, division and entire campus.
Excellent organization and attention to detail.
Demonstrated progressive administrative support (i.e. growth in responsibilities).
Knowledge 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 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.
TheEvent 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 eligible for overtime (non-exempt) under the Fair Labor Standards Act (FLSA).
Salary Range: $34,752 - $38,000
The University of Colorado Colorado Springs offers a full benefits package. Information on university benefits programs, including eligibility, is located athttp://www.cu.edu/employee-services.
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.
Two (2) years experience in event coordination, office management, program planning or administrative support.
Two (2) years experience working with college students in a higher education environment.
One (1) year experience with event scheduling, including the use of event scheduling software.
Organization: *C0001 -- Colorado Springs Campus
Title: Event Coordinator
Location: Colorado Springs
Requisition ID: 16934