Event Manager, Continuing and Professional Education Services

Colorado School Of Mines
$63,000 - $68,000
paid holidays, retirement plan
United States, Colorado, Golden
Nov 18, 2024
Event Manager, Continuing and Professional Education Services Posting Number: JR105512 Location: Colorado Engineering a world of possibilities Mines is excited to find our next Event Manager for our Continuing and Professional Educations Services Department! The Event Manager serves as the primary liaison between Continuing and Professional Education Services (CPES) and its clients in the process of planning and executing all events hosted by CPES. Events include short courses, conferences, symposia, seminars, workshops, or other similar endeavors. In this role, you'll coordinate and manage multiple pre and post aspects of events including gathering financial information for budget development and reporting, marketing, logistics, communication with attendees, and provides an on-site leadership presence to ensure the event represents the quality of Colorado School of Mines (Mines). This position reports to the Director of Continuing and Professional Education Services, within the division of Finance, Administration and Operations. This is a full-time, 12-month professional exempt position. Work hours will include weekdays, as well as some evenings and weekends. Work primarily takes place on campus or, occasionally, in other local venues. Availability to support and manage events on evenings and weekends is important in this role. This may also involve checking emails during weekends, especially when deadlines or course start dates align with those times. Flexibility and adaptability are important in this position to provide the best possible event experience for our customers. Our ideal candidate is someone with events experience who loves to see an event succeed from beginning to end. If you excel at organization, collaboration, and want to be a part of a goal-oriented and dedicated team of professionals, apply today! Key Responsibilities Event Systems Management Serve as the technical expert for all CPES event systems. Oversee and train users on the event proposal and approval process Train users and independently configure the online document management system for event requirements and monitor submissions. Export data to assist reviewers and event organizers in assigning documents/submitters to specific event sessions. Manage the online registration system and the CPES internal registration/financial system to manage registrations and registration modifications, perform data imports/transfers, and manual entry of registration data. Manage development and transmission of registration confirmations. Maintain awareness of payments by wire transfer and checks. Ensure accurate enrollment/tuition statistics. Interpret and explain policies and procedures related to the registration process to potential attendees including cancellations, transfers, and substitutions. Marketing and Communications Develop comprehensive timelines and marketing strategies (electronic, web, print, journal ads) for every client and oversee production of promotional materials, graphics, and signage. Provide assistance in developing and executing a publicity/marketing campaign in conjunction with Marketing and Communications. Monitor and respond/correspond to general inbox emails (shared responsibility with other CPES staff but primary respondent). Event Logistics Management Prepare and negotiate venues and purchases for the events, working with the Procurement Office as appropriate. Manage all logistical arrangements for events including contracting for meeting rooms, audio/visual arrangements, foodservice, transportation, and printing. Prepare realistic and attainable event timelines and ensure clients are kept updated and on schedule. Supervise event logistics including on-site event set-up, event management, event breakdown and volunteer management. Provide assistance to exhibitors during all interaction with event venue operators. Manage the schedule and technical display changes needed throughout event. Ensure all aspects of the event venue are in optimal placement and condition for the participants experience. Accomplishment of this task may require that the Event Manager personally perform activities such as rearrangement of seating and tables, and set up of easels, audio/visual equipment, and power strips. Serve as liaison between location staff and clients for offsite events. Validate attendance and create certificates of completion; maintain records of recipients of such certificates. Provide and supervise on-site check in and on-site registration services. Monitor venue throughout entire event. Act as concierge and be visible and approachable to answer attendee or presenter questions. Troubleshoot and resolve problems. Compile attendee evaluations of an event into a useful report that is submitted to the event organizer and the appropriate Vice President. Maintain an accurate data base and review for International Compliance Conduct after-event meetings with event organizer to solicit the organizer's evaluation of the event and the support provided by CPES. Prepare and transmit to the CPES Director a final report, including a synopsis of the attendee evaluations, the organizer's evaluation, and suggestions for improvement of CPES support in the future. Organize and lead postmortem meetings with Mines staff for issues that occurred before, during and after the event and completing a "root cause counter measure" summary and assign and drive these changes to future improve future events. Budget Management Prepare, submit, and track any necessary Mines approval forms and ensure purchasing guidelines are followed. Create and maintain accurate financial records of attendees, vendors, and event organizers using departmental software applications. Pre-Approve expenditure to vendors, speakers, instructors, students. Analyze and approve refunds or discounts. Work with Financial Manager to process refunds. Work with the CPES Financial Manager and/or appropriate Mines organizations to develop a final reconciliation of an event's finances. Ensure that all expected income has been received and that all liabilities have been settled. Provide CPES input on preparing budgets, projecting expenses, and determining most cost-effective ways to meet the event's goals. Serve as interface between event proposers and appropriate Vice Provosts in determining viability of new and continuous programs. Training and Documentation Management Identifying future training needs and creating a curriculum to facilitate that training Searching for gaps in training content and materials that need updating to generate higher productivity Create training materials and methods for all functions and software used by the CPES event group Responsible for maintaining and organizing all documentation for CPES on the network drive Minimal Qualifications Bachelor's degree from an accredited four-year institution of higher education (demonstrated and progressive experience in event management can be substituted for degree). Preference given to experience with event management in a university setting. Two years of event planning/management experience. Demonstrated customer service skills and attention to detail and ability to work well with diverse populations of clientele. Knowledge of event management software such as EventsAIR and EMS for meeting space. Demonstrated multi-tasking and project management skills. Self-starter with ability to anticipate client needs and ability to creatively resolve problems to client satisfaction Outstanding administrative, planning, budgeting, and supervisory skills. Strong computer skills and audio/visualknowledge; specifically Microsoft Office, Excel, Outlook. Preferred Qualifications Extensive experience in event planning and management of various size events with a wide array of clientele, for example planning conferences, professional development courses, managing large-scale events. Salary and Benefits $63,000 - $68,000 Mines takes into consideration a combination of candidate's education, training and experience as well as the position's scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees. Colorado School of Mines offers a robust portfolio of benefits for all employees. For this role, that includes: Flexible health and dental care options Generous sick/vacation time: 13 paid holidays per year - including a week-long winter break for entire campus. Fully vested retirement plan on first day of employment, with generous employer contribution Tuition benefits (6 credits per year for employees, 50 percent discount for dependents) Free RTD Ecopass All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the state of the art Recreation Center (fitness classes and training, swimming pool and more) and equipment rentals through the Outdoor Rec Center. We are proud to have recently opened an on campus daycare center. For more details about benefits at Mines, visit mines.edu/human-resources/benefits. How to Apply Applicants must: Complete an online application (personal information, demographic information, veteran status) Upload a resume or CV Upload a cover letter Candidates must be currently authorized to work in the United States. References will not be contacted until later in the selection process and you will be informed before that contact is made. Mines welcomes everyone to our team; please feel free to note which pronouns you use (For example - she/her/hers, he/him/his, they/them/theirs, etc). Application review will begin November 25, 2025 . For best consideration, apply by November 24, 2024 at 11:59 p.m. as applications received after that date may not be reviewed. It is the intent of Mines to comply with the applicable requirements of the Americans with Disabilities Act and the Americans with Disabilities Act Amendments Act of 2008, and their implementation rules and regulations, in support of equal opportunities for qualified applicants with disabilities to promote diversity and inclusion at Mines. To meet this goal, Mines will make reasonable accommodations during the employment selection process and within our working environment. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on our site as a result of your disability. You can request a reasonable accommodation by contacting our Human Resources team at hr@mines.edu or 303.273.3250 for assistance. Successful Completion of a Background Investigation is Required for this Position. About Mines & Golden, CO When the world looks for answers, the world looks to Mines. Colorado School of Mines is a top-ranked public university solving the grand challenges facing our society, particularly those related to the Earth, energy and the environment. Founded in 1874 with specialties in mining and metallurgy, Mines' scope and mission have continually expanded to meet the needs of industry and society. Today, we are the No. 38 public university in the nation, recognized for our innovation and undergraduate teaching in science, technology engineering and math (U.S. News and World Report, 2023). Mines graduates are change makers, boundary breakers and problem solvers. Since our earliest days, a Mines education has been and continues to be a transformational opportunity, with one of the strongest returns on investment out there for talented STEM students of all backgrounds. At the same time, Mines faculty members are pushing their fields in new directions, whether that's manufacturing, space resources, quantum engineering, carbon capture or more. Mines was recently classified as a R1 "Very High Activity" research institution by Carnegie, a notable feat for any university but particularly one of our size. That size - roughly 7,000 undergraduate and graduate students - also translates to a close-knit campus community, where employees have opportunities to get involved in multiple ways, continued professional learning is valued and everyone can make an impact. Community Alliance groups bring together employees for professional development, networking, cultural awareness and community involvement, and all Mines employees also have access to the wealth of activities happening every day on campus - nationally-renowned speakers, special events and Mines traditions like Engineering Days, just to name a few. And don't get us started on our hometown. We are located in the heart of Golden, Colorado --with its charming historic downtown and nearby hiking trails - and in close proximity to all that Denver and the Rocky Mountains have to offer. That includes the sunny, high-altitude climate and outstanding outdoor recreation opportunities that make the Denver area an ideal place to live, work and play. Are you looking for an inspiring, mission-driven workplace where you can contribute to solving the world's problems and educating the next generation of change makers? Are you an individual who values a diverse and inclusive community, where our different perspectives, experiences and cultures enrich the educational and work experience? Look to Mines. Equal Opportunity Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses. Mines' commitment to nondiscrimination, affirmative action, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a diverse student body and workforce. Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequity or concerns for safety. Colorado's premier engineering and applied science university for 150 years and counting Apply online at https://mines.wd1.myworkdayjobs.com/en-US/Mines_Careers/job/Colorado/Event-Manager--Continuing-and-Professional-Education-Services_JR105512 jeid-128bb6dc89dde746a04c4d55f781cd71