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Temporary Conference Specialist
Requisition Number: 54721
Location: Boulder Colorado
Employment Type: Temporary Staff
Posting Close Date: 19-Feb-2024
Conference Services at CU Boulder encourages applications for a Temporary Conference Specialist! The Specialist is responsible for the logistical planning, organizing, and executing of conferences/events through CU Conference Services (CUCS). This role will represent the Division of Student Affairs and the University of Colorado Boulder to clients, organizers, and participants for conferences/events.
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.
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
- Plan, coordinate, and implement logistics for conferences, student programs, and camps that are in alignment with the Universitys educational mission.
- Provide guidance to clients on the best usage of campus facilities and resources, and available services based on group needs and requirements.
- Develop and manage conference/event budgets. Supervise 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.
- 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.
- Facilitate site tours upon request.
- Establish and successfully manage customer and client relationships.
- Address client needs and problem solve 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 as needed.
- 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.
Strategic Partnerships & Relationships:
- Build and maintain positive and effective working relationships with campus staff, departmental partners, and area business venue and vendor contacts.
- Oversee student staff assigned to support the logistical execution of assigned conferences.
- Attend team meetings and support student staff as able/applicable.
- Provide evaluation feedback on student staff performance to Assistant Director of Operations and Conference Operations Manager as able/applicable.
- Related duties as agreed upon based on available hours.
What You Should Know
- This is a temporary, on-call position anticipated to last through September 2024. The weekly hours will be limited and will vary by season and week, and the schedule will require the ability to work evenings and weekends in support of conferences and/or campus events, particularly during the summer. This position will be in a hybrid work situation, working on campus for events and conferences.
What We Can Offer
The hourly pay for this position is $25-$30 per hour.
Temporary positions at the University of Colorado are not benefits-eligible, however, all positions are eligible for paid sick leave.
Be empowered. Be professional. Be Boulder.
What We Require
- Bachelors degree (or equivalent experience) in business, hotel management, commercial recreation, tourism, hospitality, sales & marketing, communications, or related field. Appropriate experience can substitute for the degree on a year for year basis.
What You Will Need
- Integrity/Responsibility/Ethics. Gaining the confidence and trust of others through honesty, authenticity, and acceptance of responsibility.
- Inclusive Excellence. Using diversity, equity, and inclusion to advise your work.
- Innovation. Planning, organizing, and carrying out assignments effectively with limited supervision.
- Collaboration. Establishing and maintaining good rapport with clients, internal staff, and campus/area partners.
- Communication. Communicating clearly, effectively, and professionally; orally and in writing.
- Asking appropriate questions 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.
- 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 conflict situations to resolution.
- Accurately preparing conference budgets and contracts in a timely fashion.
- 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.
To apply, please submit the following materials:
- A current resume.
- 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 19, 2024 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Temporary-Conference-Specialist/54721
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