What are the responsibilities and job description for the Events & Operations Coordinator position at University of Colorado?
Events & Operations Coordinator
Requisition Number : 61649
Location : Boulder Colorado
Employment Type : University Staff
Schedule : Full Time
Posting Close Date : 05-Feb-2025
Date Posted : Job Summary
The Office for Public and Community-Engaged Scholarship (PACES) welcomes applications for the Events and Operations Coordinator! Consistent with the campus mission and strategic priorities, the primary role of this position will be to support the operations of the office and assist with scheduling and event logistics.
PACES serves the Boulder campus and the state by : cultivating community-engaged scholarship opportunities for faculty, staff and students; advocating for community-engagement initiatives embedded in the academic role and mission of the university; facilitating connections among campus units and community-engagement programs; coordinating and supporting efforts that connect campus and external constituencies and communities; and communicating community-engaged scholarship activities and stories to a variety of audiences. The PACES Events and Operations Coordinator reports to the Executive Director and has multiple responsibilities, including : coordinating logistics for events such as meetings, workshops and special events; providing scheduling support to the Executive Director and office colleagues as needed; and being responsible for office operations that includes acting as the liaison with the building proctor and supervising the office student assistant. Duties include occasional work on evenings or weekends as well as travel for events and programs as needed.
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 Office for Public and Community-Engaged Scholarship (PACES) serves the Boulder campus and the state by : cultivating community-engaged scholarship opportunities for faculty, staff, and students; advocating for community-engagement initiatives embedded in the academic role and mission of the university; facilitating connections among campus units and community-engagement programs; coordinating and supporting efforts that connect campus and external constituencies and communities; and communicating community-engaged scholarship activities and stories to a variety of audiences.
What Your Key Responsibilities Will Be
Events and Travel Coordination :
Handle all logistics for office sponsored events that take place both on and off campus (meetings, workshops, special events, etc.) and group travel :
Locate and reserve event spaces; arrange for catering; manage guest lists; coordinate sending invitations and track RSVP's; schedule follow-up reminders; and prep event materials such as nametags, signage, SWAG, etc.
Communicate as needed with speakers or other special guests about event details.
Be on hand during larger events to confirm all details have been handled, answer questions, and provide any assistance to ensure the event is running smoothly.
Take notes as needed during meetings.
Handle any post-event communications such as thank you notes, sharing meeting notes and documents, etc.
Coordinate group travel arrangements including accommodations, meals and transportation.
Manage payments for services and follow all university and division policies and procedures associated with the events.
Track expenses and work within the budget associated with events.
Work with PACES team members to create a system for requesting assistance with events and group travel.
Operations :
Supervise office student employee(s) :
Manage schedule and workflow.
Assign daily tasks and provide any necessary instructions or guidance.
Provide support, feedback and coaching.
Ensure student is recognized as a valued member of the team and included in office events.
Be responsible for hiring process and onboarding for new student employees as needed.
Serve as the main point of contact with the building proctor and Continuing Education dean's office to handle any issues and communication around office maintenance or needs.
Serve on the Continuing Education safety committee.
Provide timely updates to the PACES team around any building issues or changes.
Supervise the organization of the workroom and storage areas and order office supplies and equipment as needed.
Monitor office's general email and respond to general questions, forward inquiries to the appropriate person in the office or on campus, and handle requests from K-12 schools for CU Boulder information or SWAG.
Scheduling :
Assist PACES team members with scheduling group or other reoccurring meetings. This includes communicating with meeting invitees around availability and schedules, working with scheduling assistants for campus administration, creating meeting polls, sending calendar invitations, etc.
Provide scheduling support to the Executive Director as needed.
Other Responsibilities :
Engage in relevant professional development activities and trainings.
Participate in team, office and division meetings and activities as necessary.
What You Should Know
The typical work schedule for this position is Monday-Friday, 8 : 00 am to 5 : 00 pm. A hybrid work option is available, allowing up to 2-3 days of remote work. Occasional weekend and / or evening hours may be required for events, as well as business travel. Onboarding assistance may be available.
What We Can Offer
The starting salary range for this position is $51,000 - $57,000 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 excited. Be game-changing. Be Boulder.
What We Require
Bachelor's degree.
At least one year of relevant work experience.
An equivalent combination of education and experience may substitute.
What You Will Need
Excellent interpersonal and communication skills (verbal and written).
Evidence of organizational and management skills-detail oriented, conscientious, reliable, respectful, and communicative.
Ability (and desire) to work well as a member of a team, able to balance roles of leadership and followership as vital for accomplishing organizational goals.
Proven capacity to take initiative, to develop a personal work plan that identifies realistic and strategic objectives.
Special Instructions
To apply, please submit the following materials :
A current resume / CV
A cover letter
We may ask for references at a later time.
For consideration, please apply no later than February 5, 2025.
Note : Application materials will not be accepted via email. For consideration, applications must be submitted 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 ()
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The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.
Salary : $51,000 - $57,000
