Ent Center for the Arts Event Coordinator

Ent Center for the Arts Event Coordinator

University Center and Event Services

Elevate Your Career at UCCS: Innovate, Inspire, and Impact in the Rockies!

Who We Are

The University of Colorado Colorado Springs (UCCS) is a premier educational institution that prides itself on academic excellence, research, and community engagement and is actively seeking a Ent Center for the Arts Event Coordinator to join our team! UCCS offers a diverse and inclusive learning environment that fosters innovation, growth, and the holistic development of its students. The work location for this position is hybrid eligible. This position is Exempt from the Fair Labor Standards Act (FLSA) overtime provisions.

At the base of the Rocky Mountains, Colorado Springs is captivated by its stunning landscapes, making it a paradise for nature lovers. This city is more than its scenery—a mosaic of history, arts, and a vibrant tech scene. We invite you to join a community that cherishes outdoor adventure as much as forward-thinking growth, an exceptional setting for both career and lifestyle.

Salary/Pay Range :$ 52,000.00 - $55,000.00  annually. Compensation will be commensurate upon experience and qualifications.

Benefits at a Glance

At UCCS, our employees are our most valued asset. We're proud to offer:

• Generous Time Off : Enjoy 22 vacation days, 10 sick days, paid parental leave, 13 recognized holidays, and provisions for bereavement, jury duty, and FAMLI Leave.
• Robust Health Coverage : Our comprehensive medical plans cover preventative care at no cost, including a yearly mental health visit. Plus, benefit from affordable dental, vision plans, and competitive prescription drug prices.
• Financial & Retirement Benefits : Take advantage of our health savings, flexible spending accounts, and life and disability insurance. Plan for your future with our retirement options.
• Further Your Education : Avail nine waived credits per academic year for courses at any CU campus. We invest in your educational and professional growth.
• Wellness & More : From wellness programs aimed at achieving your best self to various additional benefits through CU Advantage, we prioritize well-being and holistic development.
• Want to know your total compensation? Use our calculator to get the complete picture!

Summary

The Event Coordinator works to contract, schedule and coordinate all event logistics and space usage at the Ent Center for the Arts through electronic and oral communication including in-person meetings as well as maintain UCCS department course schedules through the Event Management Software. Examples of events include weddings, meetings, youth groups, seminars, retreats, reunions, trainings, concerts, theater productions, and trade shows. The Event Coordinator will correspond with external contracted rental clients to coordinate Ent Center space tours, event price quoting, development of facility use contracts, and event logistics. This position also works with internal clients such as campus departments and student organizations in the coordinating of event requests for the Ent Center.

The Event Coordinator will serve as a campus information source for facility and equipment usage, catering, event policies and procedures, pricing, rentals and space availability. The Event Coordinator will be a liaison with multiple support departments across campus to meet client needs and they will manage all billing for assigned events. 

Essential Functions

The duties and responsibilities of the position include, but are not limited to: 

• Works to build relationships with 3rd party contract clients to service their needs appropriately and assist with generating repeat business.
• Responsible for assessing appropriate event charges for assigned events, building quotes or pricing proposals, negotiates and develops contracts and final billing.
•  Ascertains client needs and makes appropriate recommendations to client on how to best utilize facilities and resources.
•  Arranges all event logistics for clients including event parking, Information Technology, security, audio visual requests, custodial support, external rentals, event staffing, event space layout, etc.
• Creates and manages Banquet Event Orders (BEOs) for events.
• Ensures and enforces state and university guidelines and policies regarding events with alcohol and food service.
• Contacts and coordinates with third party vendors and suppliers to accommodate client’s equipment, furniture, and service needs.
• Coordinates staff for onsite, day of event support, including checking setups, catering deliveries, audiovisual setup, and inspecting rooms to meet client expectations.  Will be present to support events day of as necessary.
• Completes data entry of event information and course schedules into the event management/ scheduling software, KxConferencing.
• Assists in the training of the student event scheduling assistants and provides ongoing support and development for all student employees.  Ensures quality of service provided by department personnel for all assigned events.
• Performs other duties as assigned to meet the needs of the department, division and entire campus.

Tentative Search Timeline

• Priority will be given to applications submitted by: April 26, 2024.
• Potential interview dates: April 29 - May 3, 2024.
• Potential start date: May 13, 2024.

  UCCS is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

  In accordance with the Equal Pay for Equal Work Act, UCCS does not discriminate based on sex in our employment or compensation practices.

  UCCS is committed to providing reasonable accommodations to applicants with disabilities. If you need reasonable accommodation for any part of the application and hiring process, please notify our office at [email protected] .

Please note that while the position details both required qualifications as well as preferred qualifications below, we want applicants to be aware that they do not need to have all of the desired skills and experience to be considered for this position. If you meet the minimum qualifications, have passion for the work, along with experience in a related field, you are encouraged to apply. We encourage on-the-job training for any additional skills or knowledge that become relevant to the position.

Minimum Qualifications

Applicants must meet minimum qualifications at the time of hire.

• Bachelor’s Degree.
• Minimum three (3) years experience in event coordination in hospitality and/or events industry and/or performing arts.
• Minimum two (2) years of experience with negotiating and developing event contracts.
• One (1) year of experience with event scheduling, including the use of event scheduling software.

Preferred Qualifications

• Prior experience with event scheduling and management software.
• Demonstrated progression and growth in administrative responsibilities.
• Previous experience working in a higher education environment.

Physical Requirements

While performing duties of this job, the employee is frequently required to sit.  The employee is occasionally required to move. Tasks may involve using a computer screen continuously for long periods of time.  The employee must occasionally lift and/or move up to 10 pounds.

To perform this job successfully, an individual must be able to perform each of the established essential functions and meet the physical and environment demands described satisfactorily. The requirements listed are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, physical and environmental demands.

Applicants with disabilities: If you have a mental or physical impairment, which limits one of your major life activities (e.g. walking, hearing, seeing, speaking, breathing, or learning) and require special accommodations for testing or interviewing, it is your responsibility to notify the office scheduling the interview or test at least 3 working days before the interview or test date.  If you need special accommodations at the work site, you must notify the appointing authority or Human Resources.