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Conference Manager

Requisition Number:

35729

Location:

Boulder, Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

23-Jan-2022

Date Posted:

17-Dec-2021

Job Summary

Responsible for the planning, organization and execution of conferences and events scheduled through CU Conference Services and the management of student development and staffing. In addition, this position will support the Sales and Marketing Coordinator with new business leads and provide supervision to CUCS student employees. The employee in this position will represent the University of Colorado at Boulder to organizers and participants for conferences and events that are affiliated with the University of Colorado.

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 Conference Services creates a conference experience unique to the needs of your participants. With the resources of a top-tier public research university and an experienced staff, we provide unparalleled service.

With each conference, we assign an individual conference coordinator who arranges all of the logistics from start to finish, providing ongoing assistance throughout each program. We pride ourselves in our extensive knowledge of conference planning and university operations, and we strive to provide exceptional service for all of our guests.

We provide a full range of event and meeting management services, from small department meetings to annual corporate events international conferences, as well as youth camps and summer pre and post-collegiate programs. We reduce the need for contracting with multiple offices on campus and can also coordinate off-campus events in the Boulder area and beyond. As an award-winning green venue we pride ourselves in offering sustainable solutions to your meeting needs.

What Your Key Responsibilities Will Be

Conference & Event Planning and Coordination:
  • Plan, coordinate, and complete the logistics for professional conferences, student academic programs, and youth sports camps that are in alignment with the University’s educational mission.
  • Provide guidance to clients and planning committees on the best usage of conference and event resources, campus facilities, and available services based on group needs and requirements.
  • Develop and manage conference, program, and camp budgets. Monitor related revenues and expenses.
  • Negotiate, prepare, and execute client contracts for goods and services. 
  • Schedule meeting spaces and event venues based on group needs and requirements.
  • Organize campus lodging and hotel accommodations, meeting space, dining, catering, transportation, registration, technical support, equipment rentals, special events, security, signage, displays, vendor exhibits, tours, poster sessions, audio-visual equipment, entertainment, conference material printing and publications, and Honoraria. Conduct site tours as needed.
  • Contract with third-party service providers. Submit related purchase order requests to Business Services Manager. 
  • Serve as “one-stop-shop” point of contact/liaison between clients, campus partners, and third-party suppliers to ensure seamless execution of contracted services. 
  • Facilitate and coordinate registration services, on-site registrations, and financial reconciliation of registrations, sponsorships, and other revenue.
  • Ensure compliance with government regulations, state and local laws, and university policies and procedures.
  • Establish and successfully manage customer and client relationships. Address client needs and resolve problems and logistical issues in a timely manner.
  • Serve as a resource for information on recreational, cultural, and educational opportunities available in the area.
  • Facilitate client, campus partner, and third-party supplier planning, precons, and/or related meetings. 
  • Create final invoices. Resolve client billing and/or contractual disputes. 
  • Approve third-party service provider invoices and payments.
  • Review post-conference assessment surveys to find ways to improve services in the future.
  • Evaluate conference operational processes and recommend improvement strategies. 
  • Support the guest experience through accurate communication with Residence Life staff and student staff. Work with Residence Life student staff to prepare for guest arrivals and facilitate check-ins and check-outs as needed.
  • Attend weekly Conference Management Team meetings
Supervisory Duties:
  • Hire, train, evaluate and provide supervision for Conference Services Interns and Conference Assistants.
  • Support fellow supervisors with hiring and training for other student staff positions including Conference Operations Assistants, the Intern Lodging Program Assistant, the Intern Lodging Program Intern and the Sales and Marketing Intern.
  • Track all applicants for all positions in accordance with HR Policies and Procedures.
  • Manage student supervisee schedules in both the academic year and summer.
  • Collaborate with the Conference Management Team on student task flow processes, distribution, assignments, and follow through.
  • Delegate and/or oversee tasks from CUCS team members to students from start to completion.
  • Collaborate with the Conference and Event Space Coordinator with summer task distribution.
  • Recruit qualified Interns through the normal campus hiring process, as well as, established Intern programs (ACUHO-I, ACUI) based on the needs of the operation. Coordinate vital arrangements to accommodate selected intern(s). 
  • Supervise the implementation of programs coordinated by the Conference Intern team as outlined in the “Conference & Event Planning and Coordination” section.
  • Liaison between CUCS professional staff team and student team to successfully disseminate timely information about the operation.
  • Serve as the chair of the Student Development Work Group.
  • Collaborate with the Student Development Work Group in efforts relating to training, development, and social opportunities.
  • Review and approve student supervisee staff timecards in MyLeave.
  • Serve as the HR Liaison for student staff and the expert on all policies related to student recruitment, hiring, supervision, evaluation and, if necessary, termination. 
  • Conduct planning and goal sessions at the start of each semester and conduct end semester evaluations using feedback from CUCS professional staff and experience during supervision.
  • Implement overall assessment of the student staff experience, including feedback from all student staff positions.
New Business & Strategic Partnerships:
  • Serve as backup to the Sales and Marketing Coordinator for initial inquiry response.
  • Assist Sales and Marketing Coordinator with preparation of proposals as necessary.
  • Collaborate with Sales & Marketing Coordinator, Assistant Director of Conference Operations and Assistant Director of Conference Management to ensure smooth transition from sales to coordination stage when needed.
Other Duties/Responsibilities:
  • Participate in department and campus committee work and fulfill all tasks discussed and/or requested.
  • Develop and maintain close working relationships with both internal and external clients and constituents.
  • Attends staff meetings, individual consultations, and training programs.
  • Research and prepare reports at the request of the CUCS Assistant Director(s).
  • Manage special projects at the request of the CUCS Assistant Director(s) or Director.
  • Other duties as assigned.

What You Should Know

  • All University of Colorado Boulder employees are required to comply with the campus COVID-19 vaccine requirement. New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.

What We Can Offer

  • Starting salary is $55,000 - $57,000. 
  • Onboarding assistance is available for this position within Student Affairs guidelines.

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 adaptable. Be proactive. Be Boulder.

What We Require

  • Bachelor’s degree. Preference will be given to degrees in student development theory, business, hotel management, commercial recreation or tourism or related field.
  • Three years progressive management experience in a hotel, association or university conference office setting with responsibilities in the areas of conference coordination and supervision.

What You Will Need

  • Knowledge of the physical campus facilities and residence hall facilities.
  • Knowledge of campus department and residence hall policies and procedures.
  • Knowledge and ability to accurately prepare individual conference budgets in a timely fashion.
  • Knowledge of planning and coordination steps for conferences, including appropriate questions to ask in guiding client through the conference planning process.
  • Ability to communicate effectively and politely both orally and in writing, including drafting correspondence, reports, etc.
  • Ability to establish and maintain good rapport with clients, various constituencies of the university
  • Ability to plan, organize and carry out assignments effectively with limited supervision.
  • Ability to negotiate with others, and bring resolution to potential conflicts. 
  • Proficiency in basic computer applications (Microsoft Office suite including Word, Excel, PowerPoint), Microsoft Outlook e-mail, previous experience with a conference management software system. Kinetics software experience preferred).
  • Ability to work evenings and weekends in support of conferences and/or campus events.
  • Ability to interact effectively with various constituencies of the university.

What We Would Like You To Have

  • Two years of supervision experience.
  • Experience working with students or student staff management. 
  • CMP or CCEP preferred.

Special Instructions

To apply, please submit the following materials: 

1. A current resume. 

2. A cover letter that specifically tells us 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 January 23, 2022, for consideration.

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

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: recruiting@colorado.edu