Conference Specialist
University of Colorado Boulder

Boulder, Colorado

Posted in Education and Training


Job Info




Conference Specialist

Requisition Number: 45611
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 05-Feb-2023
Date Posted:

Job Summary


CU Conference Services encourages applications for a Conference Specialist! Conference Specialist responsible for the logistical planning, organizing, and executing of 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 Affairs (SA) 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.
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 (CUCS) 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.

For each conference, CUCS assigns an individual conference specialist who arranges all of the logistics from start to finish, providing ongoing assistance throughout each program. CUCS prides itself in its extensive knowledge of conference planning and university operations, and we strive to provide exceptional service for all of our guests.

CUCS provides a full range of 'one stop shop' event and meeting management services, reducing the need for contracting with multiple offices on campus, in the Boulder area, or 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 Management

  • Plan, coordinate, and implement logistics for professional conferences, student programs, and youth sports camps that are in alignment with the University’s educational mission (vehicle usage required).
  • 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/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.
  • Conduct site tours upon request (vehicle usage required).
  • 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 “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, solve problems, and logistical issues in a timely manner.
  • Act 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. Negotiate and resolve payment issues, billing, and/or 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.

Online Services
  • 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-ins and cashier needs.
  • Close websites and generate 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 coordinator.
  • Close registration, put registration files in the order mandated by auditors, and balance with departmental finance.
  • Maintain and update registration and abstract standard operating procedures (SOPs).

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 trainings, events, and provide evaluation feedback on student staff performance to Assistant Director.
  • 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 Director.


What You Should Know

  • All University of Colorado Boulder employees are required to follow the campus COVID-19 vaccine requirement. New employees are responsible for providing proof of vaccination or receiving a medical or religious exemption within 30 days of employment.


What We Can Offer

  • Starting salary is $50,000 annually.
  • Onboarding assistance is available 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 adventurous. Be inclusive. Be Boulder.

What We Require

  • Bachelor’s degree. Preference will be given to degrees in business, hotel management, commercial recreation, tourism, hospitality, or related field.
  • Three 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.
  • An equivalent combination of education and experience may be substituted.
  • The ability to work evenings and weekends in support of conferences and/or campus events.


What You Will Need

Competencies/Knowledge, Skills, & Abilities regarding:
  • Campus and residence hall facilities.
  • Campus department and residence hall policies and procedures.
  • Planning and coordination steps for conferences.
  • Proficient use of Business English, spelling, and grammar.
  • Proficiency in software applications (Microsoft Office: Word, Excel, PowerPoint, Outlook, MS Teams); Zoom; Kinetics (or other conference management software system); EMS; All Seated; Confluence. Knowledge of virtual platforms.
  • 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.
  • Performing 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 conflict 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 applying 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.



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 February 5, 2023, for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
Select here for additional information regarding Classified Staff positions: https://www.colorado.edu/jobs/special-instructions-classified-staff-applicants

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Conference-Specialist/45611







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