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Conference Operations Manager

Requisition Number:



Boulder, Colorado





Employment Type:

University Staff



Posting Close Date:


Date Posted:


Job Summary

Conference Services at the University of Colorado Boulder encourages applications for a Conference Operations Manager! This position leads the CU Conference Services (CUCS) student staffing model and development initiatives, and provides supervision, training, and mentoring to CUCS student employees. Additionally, the Conference Operations Manager is responsible for the planning, organization, and execution of assigned conferences and events scheduled through CUCS and represents the Division of Student Affairs and the University of Colorado Boulder to organizers and participants.

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 Division of Student Affairs consists of 30 departments that provide student support and services dedicated to helping students become successful, curious, competent individuals during their time at CU Boulder.

The work in Student Affairs supports all factors of the student experience, no matter what department a staff member may work in. This includes where students live, eat, make friends, build professional skills and find help if they need it. Many departments provide involvement opportunities, educational resources and support services to help students find their community and build lifelong skills. Student Affairs also has shared services departments that support the work and staff of our student-facing areas, including areas like assessment, business services, financial planning, human resources, marketing communications and information technology (IT).

With over 800 staff members in the Division of Student Affairs, our diverse team is uniquely positioned to personalize the student experience and advocate for students, enhancing their success inside and outside the classroom.

Conference Services

CU Conference Services (CUCS) creates unique conference experiences. With extensive knowledge of conference planning and university operations, and a team of experienced staff, CUCS provides a full range of event and meeting management services. This reduces the need for contracting with multiple offices on campus, in the Boulder area or beyond. As an award-winning green venue, CUCS is also proud to offer sustainable solutions to meet guests’ needs. From small department meetings to international professional association conferences, as well as youth camps and summer pre- and post-collegiate programs, CUCS staff strive to provide exceptional service for all guests.

What Your Key Responsibilities Will Be

Supervisory Duties

  • Hire, train, evaluate and provide supervision for Student Staff including five to six Conference Assistants and four to five paraprofessional conference planning interns.
  • Assist Conference Intern team with training and implementation of Conference & Event Planning and Coordination.
  • Manage student schedules year-round.
  • Collaborate with Conference & Event Team to ensure student staff coverage and training for on-site events throughout the summer and academic year.
  • Serve as the intermediary between the Conference Logistics Team and Conference Operations Team to facilitate the distribution of tasks, disseminate information, and support cross-team collaboration.
  • Delegate and supervise tasks from CUCS team members to students from start to completion.
  • Recruit qualified Interns through CUCS’ hiring process and established Intern programs (ACUHO-I, ACUI). Coordinate necessary arrangements to accommodate selected intern(s).
  • Coordinate student development opportunities; including serving as the chair of the Student Development Work Group.
  • Serve as reviewer/approver of student staff/intern timecards in MyLeave.
  • Participate in semesterly review of direct report student staff employees using evaluation model designed by CUCS Student Development Work Group.
  • Manage Student ACCED-I Membership Program.
  • Collaborate with campus partners to implement ongoing personal and professional development opportunities such as resume writing, DEI workshops or professional networking.
  • Oversee student staff hiring process including job description review, recruitment, interviewing, hiring and training. Support CUCS professional staff in navigating student employment HR expectations.

Conference & Event Planning and Online Services

  • Plan, coordinate, and implement logistics for professional conferences, student 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 campus facilities and resources and available related services based on group needs and requirements.
  • Develop and manage event budgets. Monitor related revenues and expenses.
  • Negotiate, prepare, and complete client contracts for goods and services.
  • Organize and implement 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.
  • Contract with third party providers for goods and services as needed.
  • Organize and facilitate the implementation of hybrid and virtual conferences. Contract with third party suppliers for technical production services and attain needed virtual platform licenses.
  • Serve as a “one-stop-shop” point of contact/liaison between clients, campus partners, and third-party suppliers to ensure the seamless execution of contracted services.
  • Ensure compliance with government regulations, state and local laws, and university and procurement policies and procedures.
  • Establish and successfully manage customer and client relationships. Address client needs and solve problems and logistical issues in a timely manner.
  • Serve as a resource on recreational, cultural, and educational opportunities available in the area.
  • Facilitate client, campus partner, and third-party supplier meetings.
  • Create final invoices. Resolve payment issues, billing, and/or contractual disputes in a timely manner. Approve third-party service provider invoices and payments.
  • Evaluate conference processes and review post-conference assessment surveys to find ways to improve services in the future.
  • Provide insight for the building, implementation, and management of conference registration, abstract, registration-only, affiliated University event, and pay-own housing websites.
  • Use registration and abstract software to support inquiries through central conference email and phone calls.

Other Responsibilities

  • Research and prepare reports at the request of the CUCS Assistant Director of Conference Management.
  • Develop and maintain close working relationships with external clients and constituents.
  • Attend staff meetings, individual consultations, and training programs.
  • Serve on Conference Services work group(s) in addition to chairing the Student Development work Group.
  • Apply CUCS business practices and liaison with Student Affairs Business Services to generate purchase orders/ requisitions, payment vouchers, procurement card purchases, restaurant exemptions, travel vouchers, invoices, and contracts as necessary in a timely manner and in accordance with university fiscal policies.
  • Manage special projects at the request of the CUCS Assistant Director(s) or Director.
  • The use of a University vehicle is required for the performance of some of these duties.

What You Should Know

  • Standard schedule is Monday-Friday, 8am-5pm. Flexibility in the schedule is available and at the discretion of the supervisor.
  • Nights and weekends occasionally required based on needs of conference operation, particularly during summer conference season.

What We Can Offer

  • The salary range for this position is $56,000 to $62,280 annually. Onboarding assistance is available within Student Affairs division guidelines.

Our outstanding benefits include:

  • Paid days off: 22 vacation days, 15 sick leave days and 11 holidays per year.
  • Access to medical, vision, dental and life insurance.
  • Tuition reimbursement.
  • A 10% employer contribution retirement plan.
  • EcoPass for free RTD rides.
  • Opportunity for career growth within the division of student affairs and the CU Boulder campus!


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 collaborative. Be inclusive. Be Boulder.

What We Require

  • Bachelor’s degree or an equivalent combination of education and experience may substitute for the degree on a year for year basis.
  • Two years of events experience that includes supervision experience.
  • Ability to work evenings and weekends in support of conferences and/or campus events.
  • Must have a valid driver’s license.

What You Will Need

  • Proficiency in computer applications including Microsoft office suite.
  • Ability to accurately prepare individual conference budgets in a timely fashion.
  • Ability to discuss expectations with clients and help them to understand parameters and manage expectations.
  • Strong time management skills and the ability to create a project timeline.
  • Adept ability to communicate in writing and verbally to a wide range of audiences.
  • Ability to develop and maintain relationships with clients, staff, and other university partners. Ability to interact effectively with various constituencies of the university.
  • Excellent project management skills and the ability to adapt to constantly evolving circumstances.
  • Excellent customer service skills.

What We Would Like You to Have

  • A degree in student development theory, business, hotel management, hospitality, commercial recreation or tourism or related field.
  • Experience with events, facilities, or residence hall/ student life on a college our university campus.
  • Progressive management experience in a hotel, association or university conference office setting with responsibilities in the area of conference coordination and supervision.
  • Supervision experience of student staff employees.
  • Experience with a conference management software systems.
  • CMP or CCEP certification.

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 July 17, 2024 for consideration.

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.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: