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Event Coordinator
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Position Number: 6055169
Location: Boulder, CO
Position Type: Conference and Events Administration

Event Coordinator

Requisition Number: 62472
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Part Time
Posting Close Date: 05-Mar-2025
Date Posted:

Job Summary

The Ann and H.J. Smead Department of Aerospace Engineering Sciences (AES) welcomes applications for the Event Coordinator! This position will be responsible for leading department events and working with staff, faculty, and external parties to ensure events throughout the Aerospace building and other locations in support of Smead AES are well planned, organized and implemented in a manner that satisfies event goals. This position is responsible for planning, coordinating and scheduling a variety of events held throughout the year that may include multi-day conferences, meetings, seminars, banquets, and VIP events. This position requires an exceptional attention to detail for planning and completing events, excellent organizational and time management skills, an ability to juggle changing and competing priorities, and the ability to make decisions that will have a positive impact on the department's goals and reputation.

The position is expected to attend the events they have helped plan to ensure it is going well, and that proper cleanup occurs following an event. This position may hire and supervise student assistant(s) who help planning and running events. This position is responsible for understanding and appropriately following relevant University, City or County policies.

An ability to lift, carry, push and/or pull up to 20-30 lbs of supplies, equipment, etc. is required for setting up, tearing down, and managing events. This is an on-campus position that requires some flexibility in hours and the ability to occasionally work during weekends and evenings to support 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

CU Boulder is the place for aerospace. Our students and faculty are pushing the limits of aeronautics and astronautics research, crafting next-generation aircraft, growing the possibilities of remote sensing, and building space instruments and satellites for orbit around Earth and beyond!

Our mission is to provide students the highest quality education in aerospace engineering sciences, emphasizing hands-on learning, and to conduct fundamental, applied, and interdisciplinary research to meet societal needs through analysis, design, and implementation of aerospace systems, using connections between aerospace engineering and related sciences. We are home to 56-tenure track, research, and instructional faculty, over 500 graduate students and 1,000 undergraduates.

What Your Key Responsibilities Will Be

Event Planning:

Plans, organizes, manages, and oversees numerous events in the Aerospace building and other locations both on and off campus in support of Smead AES. Events will include department events such as the Skyward Showcase, Department Kickoff BBQ for Faculty and Staff, Fall and Spring External Advisory Board meetings and banquets, PhD Visit Days, as just a few examples. This position will organize and manage major events in partnership with other department staff, such as the Student Project Symposium, Spring Graduation Ceremony, Fall Graduation reception, and AeroBuffs Alumni Awards Banquet. These are large events with extensive budgetary line items, requiring attention to detail and knowledge of procurement and campus requirements.
Plans, organizes and manages large center events and conferences for which there is an overall presence from the department faculty. These will be determined by the Chair and Manager of Operations.
Collaborates with department Alumni Relations Manager to organize and manage the Alumni Awards Banquet in Spring semester. Responsible for securing space(s), ordering food and refreshments, and ensuring all aspects of the event beyond the awards themselves are handled appropriately.
Creates and oversees agendas, signs, invitations, and RSVP requests for events and seminars.
Conducts event request reviews with department staff and faculty, as well as external parties and plans meetings to determine what services and spaces are needed and to see if appropriate facilities are available. Requests may include multiple venues, events, and/or dates for a single client.
Meets in person, by phone/Zoom and/or emails with department staff, faculty, or external parties to plan and coordinate catering orders within established budget(s).
Develops detailed plans, agendas, and timelines to ensure all department personnel have the necessary information to perform services.
Schedules and conducts planning meetings with event liaisons that may include catering staff, Parking and Transportation and Campus Safety to ensure clear understanding of all needed arrangements.
Coordinates and troubleshoots problems that may arise in the delivery of services and spaces scheduled, such services may include AV or room equipment, catering, meeting rooms.
Establishes and negotiates lodging and meeting space arrangements and contracts.
Provides professional guidance to event liaisons, making recommendations to match needs and expectations to CU event resources, facilities and services available through the University and the College of Engineering and Applied Science.
Educates department staff and faculty or external parties on all College and University policies regarding the use of space on the Boulder campus.
Provides the necessary forms (Official Function Form, Event Management form and Events with Alcohol form) and ensures completion, as well as, tracking the progress of the approval process.
Reviews event evaluation report and suggest improvements for future department events.
Provides additional support to handle catering requests for a wide variety of meetings and events. These can be anything from simple deliveries to fully staffed VIP catered functions.
Advises on menu options that best meet needs and budget. Information provided by the staff/faculty is distributed to the appropriate caterer.
Guides the client in the best use of their available budget by have a strong understanding of the various nuances of menu development.
Supports staff/faculty to create miscellaneous reservations and create materials such as table tents, banners, and canvassing locations.
Shops, stocks, and organizes food supplies, refreshments, and cleaning supplies for events. Pays special attention to food quality and understanding of food safety and preparation.
Supports events by setting up of tables and chairs, helping with table and food presentation, providing wait service, working a bar (TIPS certified) and delivery services.
Attends planned events, as needed, to provide oversight and logistical coordination.
Oversees Events webpage on department website. Requests updates through College Communications Specialist when necessary.

Event Management System Management:

Maintains knowledge of EMS software and updates for department spaces in collaboration with the Curriculum Coordinators. Has significant knowledge of EMS functionality beyond end user.
Makes EMS updates and templates changes for event needs.
Creates AERO rooms reservations in EMS for event-related needs. Ensures completed room reservation information is provided to the appropriate person who may need information regarding the event.

Student Supervision:

Works with CU Student Employment to create student job postings, hold interviews, and hire new Student Assistant(s) according to event coverage needs.
Manages student employee tasking and scheduling.
Trains new student hires.
Performs annual student performance evaluations and administer disciplinary actions in collaboration with the Manager of Operations, if necessary.
Creates and manages necessary systems for assigning and delegating tasks to multiple Student Assistants.

External Advisory Board, Faculty Candidate, and Seminar Speaker Support:

Plans and leads logistics, schedules, and reserves locations for annual visits of EAB to Boulder campus with input from the Manager of Operations; handles and communicates travel logistics for EAB members.
Works with the department faculty course coordinator for ASEN 1009 to provide upcoming seminar speakers with travel assistance and agenda/schedule for the visit day(s).
Communicates with seminar speakers to request seminar flier details that can be sent to the college communications specialist for creation and distribution.
Works with the Manager of Operations and Search Chair(s) to provide travel assistance to faculty candidates coming to campus for in-person interviews.

Other:

Serves as the primary back-up for the Administrative Suite Manager, using tools to coordinate the schedule as needed.
Undertakes other duties and responsibilities as assigned.
Stays apprised and current on relevant University and State of Colorado policies and procedures.
Participates in professional development activities and serves on unit, college or campus committees as applicable.

What We Can Offer

The starting salary range for this position is $51,000 -$ 59,280 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 excited. Be resourceful. Be Boulder.

What We Require

Bachelor's degree and one year experience in hospitality/event management. Equivalent combination of education and experience may substitute.
Ability to work nights and weekends to attend and support events.
Ability to lift, carry, push and/or pull up to 20-30lbs. of supplies, equipment, etc. when setting up and assisting with events.

What You Will Need

Professional verbal and written communication.
Exceptionally strong leadership and networking skills.
Great customer service and attention to detail skills in order to provide strong event experiences.
Creative problem solver with strong critical thinking skills.
Ability to take ownership of projects and use independent judgment and works well under pressure, meet tight deadlines, and complete multiple tasks simultaneously.
Strong organizational, communication, and time-management skills.
Strong communications and organizational skills, including full proficiency with standard business software and computer systems (e.g., Word, Excel, PowerPoint) and the Internet.

Special Instructions

To apply, please submit the following materials:

A current resume.
A cover letter that describes 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 March 5, 2025 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Event-Coordinator/62472