Jobs UNIVERSITY OF COLORADO BOULDER

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 and 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.

Administrative and Operational Functions

• Collaborate with Housing Facilities Services (HFS) and University Housing (UH) to ensure space optimization of Bear Creek Apartments (and Williams Village when BC is offline) for both summer internship programs and conferences, and the completion of regularly scheduled summer maintenance and capital improvement projects.
• Determine available space inventory in collaboration with University Housing taking into account off-line rooms, ADA rooms, and staff rooms.
• Assist with the summer conversion and academic year reconversion of all Bear Creek Apartments with University Housing (UH) and Environmental Services (ES).
• Coordinate and manage building assignments for Individual Interns and CUCS’ Group Intern Lodging Program using KxResidential.
• Maintain check-in and check-out records ensuring accurate dates of stay are represented in KxConferencing in support of correct and timely billing procedures.
• Collaborate with Residence Life staff from the Bear Creek Apartments to determine desk procedures and implement cross-training of the Bear Creek Front Desk Staff.
• Utilize card access systems (Ccure and Salto) to manage guest access.
• Distribute and enforce residential policies amongst interns and participants.
• Evaluate conference processes and review post-conference assessment surveys to find ways to improve services in the future.
• Maintain appropriate procedural and informational materials for Individual Interns and the Intern Lodging Program, including but not limited to the Internship Lodging webpage, welcome letter, and parking.
• Provide oversight, delegation, and response to correspondence through the Internship Lodging email inbox.
• Support the Sales & Marketing Manager as needed for potential new business as it relates to the Intern Lodging Program.

Conference Management

• Plan, coordinate, and implement logistics for the Intern Lodging Program, CU’s New Student Overnight Orientation Program, and other long-term lodging programs 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 services based on group needs and requirements.
• Develop and manage event budgets. Monitor related revenues and expenses.
• Negotiate, prepare, and execute client contracts for goods and services.
• Organize and implement campus lodging and dining services on behalf of groups.
• Conduct site tours upon request.
• 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 resolve problems and logistical issues in a timely manner.
• Serve as a resource on recreational, cultural, and educational opportunities available in the area.
• Create final invoices. Broker and resolve payment issues, billing, and/or contractual disputes promptly. Approve and process third-party service provider invoices and payments.
• Utilize CUCS business practices in liaison with Student Affairs Business Services to generate purchase orders/ requisitions, procurement card purchases, travel vouchers, and vendor contracts/invoices as necessary promptly and in accordance with university fiscal policies.

Online Services

• Build, implement, and manage conference “Pay-Own” housing reservation sites.
• Proof submissions for correct fee payments and personal information.
• Prepare and disseminate reports, refunds, and invoices to clients and individual registrants.
• Create and prepare rooming lists for upload into KxConferencing.
• Close websites and generate reports to reconcile total registrations and collected revenues. Approve with the associated conference planner.
• Close registration, put registration files in the order mandated by auditors, and balance with departmental finance.
• Maintain and update “Pay-Own” housing reservations standard operating procedures (SOPs).
• Serve as backup for the successful implementation of conference registration, abstract, and on-site registration services.

Strategic Partnerships & Relationships:

• Build and maintain positive and effective working relationships with campus staff, departmental partners, and area business venue and vendor contacts.
• Serve as a member or lead on 1-2 CUCS internal work groups charged with reviewing and improving operating processes. Implement initiatives related to the work group.
• Update general operating procedure platform (SOPs) and other documents as needed.
• Participate in division and campus committees (if applicable).
• Attend team meetings and professional development trainings.
• Support student staff. Participate in student staff trainings, events, and provide evaluation feedback on student staff performance to Assistant Director.
• Oversee student staff assigned to support the execution of assigned programs.
• Manage special projects at the request of the CUCS Assistant Directors or Director.
• Serve in a career-staff on-call rotation during the summer conference season (mid-May through mid-August).
• Other duties as assigned. 

• You must have the ability to work evenings and weekends in support of conferences and/or campus events as scheduled.
• There is the opportunity for a hybrid work schedule.
• The use of a university vehicle is required for the performance of some of these duties.

• The starting salary range for this position is $50,000-$53,000 annually.
• Onboarding assistance is available within Student Affairs guidelines.

• 3+ years of progressive experience in a hotel, association, or university conference office setting with responsibilities in the areas of conference coordination, registration, and/or operations.
• Bachelor’s degree. Preference will be given to degrees in business, hotel management, commercial recreation, tourism, hospitality, or related field.
• An equivalent combination of education and experience may be substituted.
• Valid driver's license. 

• Knowledge of the physical campus and residence hall facilities.
• Knowledge of campus department and residence hall policies and procedures.
• Knowledge of the planning and coordination steps for conferences.
• Knowledge and ability to accurately prepare conference/group intern budgets in a timely fashion.
• Proficiency in software applications (Microsoft Office: Word, Excel, PowerPoint, Outlook, MS Teams); Zoom; Kinetics (or other conference management software systems); EMS; PRISMM; Confluence; Stova software; StarRez Software, and virtual platforms.
• Knowledge and proficient use of business English, spelling, and grammar.
• Knowledge of the appropriate questions to ask in guiding clients through the conference planning process.
• Ability to communicate clearly, effectively, and professionally, orally and in writing.
• Ability to establish and maintain positive, effective, and collaborative relationships with clients, internal staff, and local/campus partners.
• Ability to plan, organize, and carry out assignments effectively with limited supervision.
• Ability to analyze information, assess situations, and make decisions.
• Ability to negotiate effectively with others and manage disputes through resolution.
• Ability to work independently with limited supervision in a team environment.
• Ability to demonstrate excellent customer service skills.
• Ability to demonstrate keen attention to detail, proof of work, and exceptional follow-through.
• Ability to manage multiple projects simultaneously in a fast-paced environment.
• Ability to effectively solve problems and resolve issues.
• Ability to research and prepare registration, abstract, and related financial reports.
• Ability to participate in department and campus committee work and fulfill related tasks as needed.

• 4+ years of progressive experience in a hotel, association, or university conference office setting with responsibilities in the areas of conference coordination, registration and/or operations.
• Experience using Kinetics (Kx), Stova, StarRez or similar software systems.
• Certified Meeting Professional (CMP) certification and/or Collegiate Conference and Events Professional Certification (CCEP).