Jobs UNIVERSITY OF COLORADO BOULDER

Marketing

• In collaboration with the Director of Conference Services, responsible for the development and execution of the department’s marketing and sales action plans.
• Develops strategies to maintain current business and generate new business.
• Develops internal and external marketing and sales tools.
• Attends marketing functions/industry trade shows and educates potential clients on CU Boulder facilities and services.
• In collaboration with CUCS Assistant Directors and SA Communications, maintains CUCS Website including developing and running content.
• Maintains CUCS profile as part of third party marketing websites.
• Regularly reviews industry and local websites to ensure CUCS is accurately represented.
• In collaboration with CUCS Conference Operations Manager, develops ideas and contributes regularly to CUCS Social Media.
• Coordinates bi-annual client appreciation strategies.
• Coordinates client open houses or marketing events (i.e. CU Conference Planners Luncheon).
• Works closely with the Boulder Convention & Visitors Bureau and the Boulder Hotel Motel Association to ensure that a positive relationship between CUCS and Boulder hospitality community is established and maintained.
• Serves as Chair of the CUCS Marketing Work Group.

Sales & Request for Proposals

• Responsible for 100% of new business development and booking in order to meet metric goals established by department leadership.
• Screens potential clients to ensure alignment with the university's mission. Resolves client's business category, pricing, and timelines.
• Analyzes and evaluates information gathered verbally and in writing from potential and current clients. Consults with CUCS Assistant Directors(s) and Director on conferences whose analysis proves to be challenging.
• Develops and presents conference cost estimates in response to client RFPs while ensuring selection of appropriate venues and services to meet target budgets for potential clients.
• Prepares comprehensive, conference proposals in response to client RFPs in an accurate and timely manner for clients. Gathers pricing, venue information and other requests for potential clients.
• Coordinates with CUCS Assistant Directors, Conference Business Manager, and SA Finance in financial activities to ensure proper procedures, policies, requirements, and pricing are represented to clients..
• Designs, schedules and conducts site tours to potential and established clients.

Conference Assessment & Scheduling

• Serves as the initial contact with conference organizers for booking meeting/conference space, recreational facilities and special event venues on and off campus.
• Determines all preliminary needs of clients relating to conference or event and matches needs with available venues and services. Provides site tours as needed (university vehicle provided).
• Provides professional guidance to clients for the best use of university facilities and services in the planning process. Makes recommendations and advises clients to best match their needs and expectations to the conference/event resources, facilities, and services available through the university and the department.
• Responsible for accurately blocking and maintaining the conference schedule. This includes residence hall meeting space, and academic and/or auxiliary classroom facilities with particular attention to the summer season.
• Coordinates centrally scheduled classroom space with Registrar. On behalf of CUCS staff, manages yearly academic classroom space request process. Evaluates available spaces and provides alternative solutions to space challenges to meet conference client needs.
• Evaluates client requests for residence hall meeting/classroom space usage during the summer months and provides necessary approvals/denial to Conference & Event Space Manager
• Completes necessary data entry and maintenance of conference management database as it relates to meeting/classroom space.
• Maintains detailed, accurate information as part of the request for proposal process and provides information to assigned Conference Specialists Coordinator as part of conference transition assignment process.
• Oversees Kx Marketing Module and company database.
• Maintains a database of qualified leads through referrals, telephone canvassing, face to face, cold calling, direct mail, email.
• Prepares and presents regular sales reports including data around number of client inquiries received, types of inquiries, number of campus/community referrals, active proposals, converted clients and lost business.
• Prepares quarterly inquiry, booking and sales reports as requested
• Maintains effective working relationships with various scheduling entities and service providers within Student Affairs and with other departments on campus.
• Develops and maintains the Conference Scheduling Manual to illustrate all general information, current policies and procedures as well as maintains up to date promotional materials related to scheduling meeting/conference space, recreational facilities, and special event venues on and off campus.

Venues & Services Liaison

• Liaison for the Limelight Boulder Hotel and Conference Center. Represents this CU campus hotel and conference center partner to meeting planners as a potential host location of the organizer's conferences and/or events. Serves as the liaison between the client and the Limelight Group Sales Team.
• Collaborates with CUCS Senior Conference Manager and Senior Conference Specialist on Limelight business and conference transition assignments.
• Serves as a liaison between client and university and/or private vendor to contract for goods and services outside of Student Affairs. Such services may include Boulder event venues, local transportation, audio visual equipment, production companies, hotel sleeping room/meeting rooms, and catering.
• Serves as resource/liaison for information on university, outside services and facilities, recreational, cultural, and educational opportunities in the area.

Supervisory Duties

• Hires, trains, supervises, and evaluates a full-time Sales & Marketing Coordinator.
• Establishes sales processes, priorities, mechanisms, and metric goals for evaluation of performance.
• Collaborates with CUCS Assistant Director on assigning Sales & Marketing Coordinator to any intermediate coordination duties and responsibilities for conference programs not ready for Conference Specialist transition assignment.
• In collaboration with CUCS Conference Operations Manager, hires, trains, supervises and evaluates student Sales & Marketing Intern.

Other Duties

• Creates a variety of reports requested by department leadership related to sales initiatives, proposal responses, lost business and other performance indicators as needed.
• Stays abreast of trends in sales, marketing and scheduling for collegiate conference operations.
• Attends staff meetings, individual consultations, and training programs.
• Participates in campus wide activities, projects, and committees that enhance the university’s reputation and support SA's mission, goals and strategic plan.
• Recommends policy changes as necessary.
• May be responsible for operating a university vehicle.