The Event Coordinator works to schedule facilities and coordinate all event logistics for contracted clients through electronic and oral communication including in-person meetings. Examples of contracted events include weddings, meetings, youth groups, seminars, retreats, reunions, trainings, sporting events, and trade shows. 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 they will manage all billing for assigned events.
Works to build relationships with 3rd party contract clients to service their needs appropriately and assist with generating repeat business.
Ascertains client needs and makes appropriate recommendations to client on how to best utilize facilities and resources.
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.
Creates and manages banquet event orders (BEOs) for events.
Ensures and enforces state and university guidelines and policies regarding events with alcohol and food service.
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 client’s 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 meetings and 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.
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.
The Event 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 to $38,000
The University of Colorado Colorado Springs offers a full benefits package. Information on university benefits programs, including eligibility, is located at http://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 of experience in event coordination, working with contracted clients, in hospitality or event industries; or entertaining/performing arts venues.
One (1) year of experience with event scheduling, including the use of event scheduling software.
Special Instructions to Applicants: • Applications submitted by January 20, 2020 will receive full consideration. For temporaries, always “This position is open until filled”. • Applications submitted through email or surface mail will not be considered. Please apply at www.cu.edu/cu-careers. • Upon request, please be prepared to provide five professional references (at least two previous/current supervisors), including their email contact information. • Official transcripts will be required upon hire. Application Materials Required: Cover Letter, Resume/CV, Unofficial transcript(s) Application Materials Instructions: If you have technical difficulties with your application, please contact the CU Careers help desk at 303-860-4200 #5 or email@example.com. Job related inquiries should be directed to the posting contact.
Job Category: Hospitality
Primary Location: Colorado Springs
Department: C0001 -- Colorado Springs Campus - 40131 - VCSS-AUX-UC Event Services
Posting Date: Dec 23, 2019
Unposting Date: Ongoing
Posting Contact Name: Jillian Taylor
Posting Contact Email: firstname.lastname@example.org
Position Number: 00734212