Conference Manager

The Conferencing Manager works to schedule facilities, summer campus lodging and coordinate all event logistics for conferencing events through electronic and oral communication including in-person meetings.  This position will also support various contracted events during the academic year.  Examples of contracted events include weddings, meetings, youth groups, seminars, retreats, reunions, trainings, sporting events, and trade shows. Facility scheduling includes but is not limited to auxiliary service spaces such as the University Center, outdoor spaces, and academic spaces on campus. This position will serve as a campus information source for facility and equipment usage, catering, dining, lodging, event policies and procedures, pricing, rentals and space availability. The position will be responsible for developing contracts and accurate invoicing with the goal of contributing to the division revenue goal.   This position requires great attention to detail, data entry, email competency, and strong oral and written communication skills. They will use multiple software platforms, including event management/scheduling software and event diagram software.  The Conferencing Manager can anticipate an irregular work schedule with night and weekend hours both during the academic year and for the summer.

Who We Are:

The University of Colorado Colorado Springs (UCCS) is one of four campuses in the University of Colorado system and is home to over 9,500 undergraduate and 1,900 graduate students.

Colorado Springs  (pop. 450K+) is situated at the base of Pikes Peak, offers many recreational and cultural activities and was recently ranked by U.S. News & World Report   as one of the top Best Places to Live in the U.S.

Job Duties (not required for faculty, unless considering international candidates):

• 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.
• Directs the conversion of campus housing to conference ready, maintains inventory of supplies needed and orders linen supplies.
• Reserves and allocates campus lodging for all summer guests.
• Works with Catering Coordinator to create and manage Banquet Event Orders (BEOs) for events and dining needs for summer conferencing.
• Contacts and coordinates with third party vendors and suppliers to make up for equipment shortages.
• Coordinates staff for onsite, day of event support, including checking setups, catering deliveries, audiovisual setup, and inspecting rooms to meet client expectations.
• Coordinates staff for onsite, day of summer conferencing support, including check ins, check outs, on call service, guest services and administration.
• Responsible for assessing appropriate event charges for assigned events and insuring events are billed appropriately according to the contract.
• Completes data entry of event information into the event management/ scheduling software, KxConferencing.
• Assists in the training of the department’s student event coordinator staff and provides ongoing support and development for all student employees.
• Recruit, hire, train, mentor and manage all summer conferencing assistants.
• Participates in departmental meetings and committees.
• Performs other duties as assigned to meet the needs of the department, division and entire campus.

Job Competencies:

• Knowledge and experience working and managing a robust summer conference program
• Knowledge of and ability to use Microsoft Office Suite and specifically Outlook, Excel, and Word and other applicable applications.
• Ability to understand and follow written and oral instructions, policies, and procedures.
• Perform assigned responsibilities with minimal supervision.
• Problem solve creatively with limited resources and direction in diverse situations.
• Work with a variety of individuals in a constructive and collaborative manner.
• Build effective working relationships within and across departments and reporting lines.
• Manage office administrative tasks and communicate effectively in a professional manner.
• Ability to remain calm and function effectively in stressful situations.
• Prioritize, organize and perform multiple work assignments simultaneously.
• Ability to critically reflect on improving performance, procedures, event success, and provide appropriate feedback.
• Ability to adapt and be flexible
• Ability to sustain and endure through peak business seasons

This position has been determined to be exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

What We Offer:

Salary Range: Generally starting at $43,611 - $58,148

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid vacation and time off, and a tuition benefit. Information on university benefits programs, including eligibility, is located at http://www.cu.edu/employee-services . Total compensation goes beyond the value on the paycheck.  Please consider reviewing the Total Compensation page at Total Compensation Calculators | University of Colorado  .

This position is dependent on the availability of auxiliary revenues funding.

Tentative Search Timeline:

• The potential dates for interviews with the search committee will be the week of 10/8/2021.
• The potential dates for interviews with the supervisor and appointing authority will be the week of 10/15/2021.
• The potential employee start date is 11/1/2021.

The University of Colorado Colorado Springs is committed to providing a safe and productive learning, living and working community. To assist in achieving this goal, we conduct background investigations for all prospective applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history check. 

UCCS is an equal opportunity and affirmative action employer. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University of Colorado does not discriminate on the basis of race, color, creed, religion, national origin, gender, disability, age, veteran status, sexual orientation, gender identity or expression, genetic information, political affiliation or political philosophy in its programs or activities, including employment, admissions, and educational programs. Alternative formats of this ad can be provided upon request for individuals with disabilities by contacting the Office of Human Resources at (719) 255-3372.

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.

The Immigration Reform and Control Act requires that verification of employment eligibility be documented for all new employees by the end of the third day of work.

Minimum Requirements:

• Bachelor’s Degree.
• Three (3) years professional experience working in or managing a robust summer conferencing program or in the hospitality industry specializing in conferencing.

Preferred Requirements:

• Two (2) years experience working with college students in a higher education environment.
• Two (2) years experience with event scheduling, including the use of event scheduling software        

Physical Requirements:

While performing the duties of this job, the employee is frequently required to move.  Employee is required to reach, handle, finger, feel, taste/smell, have far acuity, depth perception, color vision and normal field of vision.  The employee must occasionally lift and/or move up to 20 pounds and will frequently lift and/or move up to 10 pounds