Jobs UNIVERSITY OF COLORADO BOULDER

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Conference Specialist

Requisition Number:

66993

Location:

Boulder, Colorado

City

Boulder

State

Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

10-Sep-2025

Date Posted:

27-Aug-2025
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Job Summary

CU Conference Services (CUCS) encourages applications for a Conference Specialist! This role is responsible for the logistical planning, organizing, and completing of onsite conferences/events through CU Conference Services. The position will include technical expertise to implement online services such as registration and/or abstract management, and virtual conference and meeting production. This position will represent the Division of Student Life (SL) and the University of Colorado Boulder to clients, organizers, and participants for conferences affiliated with the University of Colorado. This is a full-time professional exempt position.

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

Who We Are

The Division of Student Life 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 Life 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 Life 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 Life, our diverse team is uniquely positioned to personalize the student experience and advocate for students, enhancing their success inside and outside the classroom.

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

Conference Management
  • Plan, coordinate, and complete 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 services based on group needs and requirements.
  • Develop and manage event budgets. Monitor related revenues and expenses.
  • Negotiate, prepare, and implement client contracts for goods and services.
  • Organize and implement campus lodging and/or 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.
  • Conduct site tours upon request.
  • 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. Collaborate with campus and division IT as needed.
  • Serve as the main 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, 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.
  • Complete the invoice event summary form. Negotiate contractual disputes in a timely manner. Approve and process 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.
  • Collaborate with Student Life Business Services to facilitate procurements in relation to purchase orders credit card purchases, travel vouchers, and third-party supplier invoices.
Technology Services
  • Collaborate with Registration & Abstract Services Specialist to build, implement, and manage conference registration, abstract, registration-only, affiliated University event, and pay-own housing websites.
  • Proof registration/abstract submissions for correct fee payments and personal information.
  • Prepare and disseminate reports, refunds, and invoices to clients and individual registrants.
  • Create and prepare name badges and registration check-in materials and supplies.
  • Develop, organize, and implement on-site conference registration check-in needs.
  • Pull reports to reconcile total registrations, abstract submissions, and other collected revenues to determine final revenues and expenses. Approve with client, and/or the associated Conference Specialist.
  • Close registration, put registration files in the order mandated by auditors, and balance with division’s finance unit.
  • Serve as backup to the Registration & Abstract Services Specialist position as needed.
  • Maintain and update registration and abstract standard operating procedures (SOPs).
  • Proficiency in software applications (Microsoft Office: Word, Excel, PowerPoint, Outlook, MS Teams); Zoom; Kinetics (or other conference management software system); EMS; Prismm; Stova; and Confluence. Knowledge of virtual platforms.
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.
  • Attend team meetings and professional development trainings.
  • Support student staff. Participate in student staff training and events and provide evaluation feedback on student staff performance to Assistant Director of Operations.
  • Oversee student staff assigned to support the logistical execution of assigned conferences.
  • Support the Sales & Marketing Coordinator as needed for potential new business.
  • Manage special projects at the request of the CUCS Assistant Director or the Director.
  • The use of a University vehicle is required for the performance of some of these duties.

What You Should Know

This will be a standard 40 hr/week position with extra hours/nights/weekends during conferences and throughout the summer.

What We Can Offer

  • The starting salary for this position is $51,000-$54,000.
  • Onboarding assistance is available within Student Life division 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 collaborative. Be inclusive. Be Boulder.

What We Require

  • 1+ year of progressive experience in association, or a university conference office setting with responsibilities in the areas of conference coordination, registration and/or abstract management.
  • Bachelor’s degree.
  • An equivalent combination of education and experience may be substituted.

What You Will Need

  • The ability to work evenings and weekends in support of conferences and/or campus events.
  • Proficient use of Business English, spelling, and grammar.
  • Appropriate questions to ask in guiding client through the conference planning process.
  • Gathering information about services desired; researching and determining appropriate expenses associated with services and preparing budgets reflecting expenses and realistic cost estimates.
  • Establishing and maintaining good rapport with clients, internal staff, and campus/area partners.
  • Planning, organizing, and carrying out assignments effectively with limited supervision.
  • Completing a high level of attention to detail and proof of work.
  • Managing multiple projects simultaneously in an intermittently fast-paced environment.
  • Analyzing information, assessing situations, and making decisions.
  • Effectively solving problems and resolving issues.
  • Negotiating with others. Effectively managing escalated situations to resolution.
  • Accurately preparing conference budgets and contracts in a timely fashion.
  • Communicating clearly, effectively, and professionally; orally and in writing.
  • Entering data correctly in a variety of data systems, preparing and using accurate reports, and updating records accurately in a timely manner.
  • Researching and preparing registration, abstract, and related financial reports.
  • Participating in department and campus committee work and fulfilling related tasks.

What We Would Like You to Have

  • 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 abstract management.
  • Certified Meeting Professional (CMP) certification and/or Collegiate Conference and Events Professional Certification (CCEP).
  • A bachelor's degree in business, hotel management, commercial recreation, tourism, hospitality, or related field.
  • Knowledge of campus, department and residence hall policies and procedures.
  • Experience with planning and coordination steps for conferences.

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 September 10, 2025 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply 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: Recruiting@colorado.edu