Address
Form of work
SalaryRequisition Number:
55128
Location:
Boulder, Colorado
City
Boulder
State
Colorado
Employment Type:
University Staff
Schedule:
Full-Time
Posting Close Date:
19-Mar-2024
Date Posted:
05-Mar-2024
Job Summary
The Department of Psychology and Neuroscience is encouraging applications for the Department and Events Coordinator Position. This position is responsible for supporting the faculty and educational activities in the Department of Psychology and Neuroscience. The primary responsibilities of this position include oversight of Front Office processes, department-level purchasing, coordinating events, assistance with faculty and graduate student recruitment, and support for the Department’s educational mission. The person in this position will work closely with Department faculty and staff and will need to have a broad understanding of the Department and its activities.
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 Department of Psychology and Neuroscience is composed of Faculty, Staff, Research Assistants, Graduate Students, and Undergraduate Students. Through teaching, learning, research, and community outreach, we seek to promote scholarship at the intersection of psychology and neuroscience. Driving this mission is a deep, shared commitment to improving the human condition for all people.
The Department of Psychology and Neuroscience is responsible for over 3,200 students in two majors and five PhD programs. Our 52 faculty teach and conduct research on topics that range from the molecular to the community level. Our work is spread across three locations (MUEN, WILD, & CINC), with an annual budget of $20 million, which includes approximately $12 million in grant-funded research and $600,000 in gift funds.
What Your Key Responsibilities Will Be
Front Office Management:
- Manage Front Office Operations
- Determine scheduling priorities and maintain classroom and conference room schedules and reservations for events, meetings, review sessions, student accommodations, etc.
- Recruit, hire, schedule, and supervise student assistants to ensure smooth front office operations.
- Review and purchase necessary supplies for the department.
- Run and review P-Card transactions for adherence to university policies.
- Plan and confer with external vendors to ensure copier leases are up to date and/or renewed.
Event Planning and Management:
- Independently plan, manage, and complete a variety of department events, both large-scale and intimate, including outreach, donor, and staff/faculty/student events.
- Apply professional event management and communication skills to ensure successful event outcomes, with limited oversight but periodic review of projects.
- Stay informed and ensure compliance with University of Colorado policies related to event planning, including parking, safety, catering, facilities/grounds, and university alcohol policy. Use professional methods to navigate and apply these policies effectively.
- Independently control event budgets, ensuring advantageous pricing through vendor sourcing, timely payment of invoices, and adherence to Department and university financial policies. Problem-solving within the scope of event budgeting should be conducted independently.
- Purchase and track all materials required for events, such as décor, catering, and rentals. Establish and maintain relationships with vendors, handling contracts and invoices independently.
- Recruit, train, and supervise volunteers and student workers for event-related tasks. Ensure tasks are completed efficiently, providing guidance based on professional standards and practices.
- Conduct event debrief meetings to evaluate success and areas for improvement. Recommendations should be made for enhancing efficiency, reducing duplications, and exploring potential collaborations, based on professional judgment.
- Produce and lead communications for events to ensure high attendance.
- This includes developing marketing materials and managing branding and messaging consistency across events.
- Professional communication skills should be applied to engage with the intended audience effectively.
- Be in charge of invitation lists, distribution of invitations, and recording of attendance, applying professional concepts to ensure accurate and efficient guest management.
- Commencement and Special Events Management: Independently direct significant department events such as the Spring commencement ceremony and the Ekstrand Mini-convention, including budget oversight, vendor management, and coordination with campus partners.
- Graduate Student Recruitment and Orientation: In collaboration with the Graduate Program Professional, lead recruitment visits and orientation events. Coordinate logistics such as travel arrangements, meetings, and meals, Applying specialized expertise to guarantee a positive experience for recruits and participants.
- Fall Welcome Event: Independently run the annual fall welcome event, including scheduling, vendor coordination, and budget tracking, applying professional standards to create a welcoming atmosphere for faculty, staff, and graduate students.
- Manage or co-manage additional year-round events such as faculty and staff meetings, training events, colloquia, symposiums, faculty recruitment/ job talks, recognition events, and End-of-Year retirement/appreciation events. Management duties of these events are dependent upon the timing of these events within the department, as there can be significant overlap and conflicting scheduling obligations.
Other Duties/Special Projects/Process Improvement:
- Take initiative on assigned tasks and projects from the chair or supervisor, demonstrating the ability to manage a diverse workload with minimal supervision. Projects may include research initiatives, departmental enhancements, or administrative improvements that contribute to the department’s mission.
- Analyze current operational processes within the department to identify areas for improvement. Recommend and implement modifications to streamline efficiency, enhance productivity, and support the department’s strategic objectives. This responsibility involves both independent problem-solving and collaborative work with department personnel to refine goals and implement solutions.
- Collaborate closely with team members within the department, including faculty and administrative staff, to clarify objectives, set achievable goals, and develop strategies for achieving them. This involves using professional knowledge and skills to facilitate effective communication and collaborative planning.
- Collaborate with Curriculum Program Manager and Director of Undergraduate Education as needed in supporting undergraduate education and scheduling.
What We Can Offer
The annual salary range for this full-time position is $50,000-$53,000.
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 proactive. Be Boulder.
What We Require
- Bachelor's Degree. An equivalent combination of education and experience may substitute.
- 1+ years of experience in event planning and management, office administration, or related professional field.
What You Will Need
- Ability to work independently and with responsibility for initiating and completing tasks.
- Proficient computer knowledge and skills with Adobe Acrobat and MS Office applications, particularly with Outlook, Word, Excel, and Power Point.
- Ability to communicate effectively both orally and in writing, with a variety of professionals, administrators, and students.
- Demonstrated ability to work independently and assume responsibility for initiating and completing critical functions in the management of educational programs.
- Demonstrated ability to work effectively in a team and within other collaborative work situations.
What We Would Like You to Have
- Bachelor's Degree.
- 2+ years of experience in event planning and managing large-scale events, office management, or related professional field.
Special Instructions
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 March 19, 2024 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
Posting Contact Information
Posting Contact Name: Boulder Campus Human Resources
Posting Contact Email: Recruiting@colorado.edu
