Event Planner

Event Planner

Requisition Number: 56279

Location: Boulder Colorado

Employment Type: University Staff

Schedule: Full Time

Posting Close Date: 13-May-2024

Date Posted:

Job Summary

The University Memorial Center (UMC) at CU Boulder encourages applications for an Event Planner position! This role assists in planning, coordinating and scheduling a variety of events held in the UMC and assigned facilities. Events range from multi-day conferences, meetings, and seminars to banquets, concerts and high end VIP events. The Event Planner serves as liaison and primary resource for clients, providing guidance on how to best match their event needs to the resources available. This position meets with clients to plan and coordinate all aspects of their event, and is responsible for helping clients understand event parameters, university policies, and guidelines. This role also attends events they have helped to plan to ensure events are accurate and meet the clients expectations.

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.The University Memorial Center (UMC) is an exciting center for activism and community interaction, offering a variety of student services and active student governance. Known as the campus "living room," thousands of people visit the University Memorial Center every day to grab a bite to eat, enjoy free entertainment, shop the retail stores, study with the free wireless internet or engage with peers. The UMC celebrates diversity through food, dance, art, music and the free exchange of ideas.

What Your Key Responsibilities Will Be

Event Coordination:

• Conduct initial client request to determine what services and meeting spaces are needed and to see if appropriate facilities are available.

• Provide professional guidance to clients, making recommendations and advising to best match their needs and expectations to CU event resources, facilities and services available.

• Interpret campus policy and protocols. Use critical thinking and apply knowledge to make decisions.

• Effectively work with high profile and VIP clients. This includes thoughtful planning, discretion, connecting to appropriate resources to provide the highest of quality service, and effective communication with partners.

• Input detailed plans, agendas and timelines into Event Management Syestem- EventMaster, Social Tables, 25 Live software systems for each event/meeting planned to ensure all UMC internal parties have necessary information to perform services sold to client.

• Alert UMC Associate Director for Events Planning on the need for a SAFE meeting or situational awareness to SERT, or SET committees, when event is VIP and/ or may cause undue staffing impact on campus.

• Coordinate and troubleshoot problems that may arise in the delivery of services and spaces scheduled.

• Schedule and conduct planning meetings with client that may include catering operational staff, AV Lead or UMC set-up Event Manager, and UMC Security to ensure clear understanding of all needed arrangements.

• Conduct site surveys with clients with other CU Service departments such as Risk Management, Facilities Management, and CUPD to ensure that all guests attending are safe and risk liability are assessed and understood.

• Coordinates UMC Security when the need arises.

Client Catering Requests:

• Handle client catering requests. These can be anything from simple deliveries to fully staffed VIP catered functions. Position advises client on menu options that best fits their needs and budget.

• Responsible for guiding the client in the best use of their available budget by having a strong understanding of the various nuances of menu development.

• Event Compliance and Policies:

• Review events for policy compliance to ensure that events are operating within campus policies.

• Provide necessary information, weblinks, and forms to vendors, ensure completion, and tracking the approval process.

Reserves Meeting Spaces:

• Work with clients to create misc. reservations such as promotional tables, table tents, banners, display cases and canvassing locations.

• Reserve UMC and non-academic scheduling spaces using the appropriate scheduling software. Ensures completed room reservation information is provided to the customer and the appropriate University Departments who may need information regarding the event. Refer client to alternate schedulers/facilities when centrally controlled classroom spaces and the UMC spaces are unavailable.

• Explain and interpret to clients all campus and venue policies regarding use of space and event planning.

Assist other UMC Departments with Event Operations:

• Provide assistance to other UMC Departments such as the Setup or Dining Services Catering Operations for events or deliveries. This would include events this position has personally assisted the client in planning and helping with other events as needed. Duties may include setting up of tables and chairs, helping with table and food presentation, providing wait service, working a bar (TIPS certified) and delivery services.

Administrative Work and Other Responsibilities:

• Answer phones, and takes walk-ins inquiries.

• Email customers completed catering orders and all reservation documents in a timely manner to successfully execute events.

• Position may be assigned to other administrative duties such as UMC committee work, annual UMC wide sponsored programs, assessment work, assist with move in, convocation, marshaling for commencement.

What You Should Know

• This is a primarily in-person position, most often working 4 days per week on the CU Boulder campus with 1 remote work day per week. Work modality expectations may adjust depending on time of year and event schedule.

• Standard schedule is Monday-Friday, 8am-4:30pm. Some evenings and weekends will be necessary.

What We Can Offer

• The salary for this position is $46,100 annually.

Our outstanding benefits include

• Paid days off: 22 vacation days, 15 sick leave days and 11 holidays per year.

• Access to medical, vision, dental and life insurance.

• Tuition reimbursement.

• A 10% employer contribution retirement plan.

• EcoPass for free RTD rides.

• Opportunity for career growth within the division of student affairs and the CU Boulder campus!

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 (~~~) .

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What We Require

• A Bachelors Degree or equivalent experience and education may substitute.

What You Will Need

• Knowledge of business English, spelling, and grammar.

• Knowledge of the appropriate questions to ask in guiding client through the event planning process.

• Ability to communicate effectively both orally and in writing.

• Ability to draft correspondence.

• Ability to gather information about event services desired, research and determine appropriate expenses associated with services.

• Ability to establish and maintain good rapport with clients, staff and other departments.

• Ability to plan, organize and carry out assignments effectively with limited supervision.

• Ability to analyze information, assess situations and make decisions.

• Ability to negotiate with others.

• Ability to apply campus policies and procedures.

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 May 13, 2024 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs. (~~~)

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The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.