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Company

Original Job Post

University of Colorado Boulder · 3 days ago

Program Coordinator

Boulder, CO

Full-time

Onsite

Entry, Mid Level

$53K/yr - $55K/yr

1+ years exp

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Responsibilities

Take the lead in managing logistics for all CUREC programs, events, and advisory board meetings and committees.

Assist with logistics for student events and programs including the undergraduate Fellows program and graduate student events.

Manage CUREC Signature Events: Annual Real Estate Forum, Golf Tournament and Holiday Party.

Act as the lead staff role for planning, budgeting, registration, parking, catering, staffing, site selection and logistics of events.

In collaboration with CUREC Associate Director of Operations, secure event locations and negotiate all event contracts (location, catering, AV, etc.).

Lead on-site event coordination including speaker preparation, registration and check-in, AV materials and VIP handling.

Recruit and manage event volunteers.

Work with CUREC Associate Director of Operations to manage expenses and revenue for these events; maintain accurate and detailed records as needed and work within a predetermined budget for each.

Responsible for room reservations, catering, parking, completing Leeds executive experience form for external guests, and assisting as needed for bi-monthly student Fellowship meetings and graduate student events.

In collaboration with the Executive Director and Associate Director of Operations, plan and manage logistics for CUREC’s International Advisory Board (IAB) bi-annual meetings (70+ individuals), including entertainment, staffing, site selection, material preparation, meeting minutes and catering, as well as onsite and offsite event coordination.

As requested by the Executive Director or Associate Director of Operations, attend IAB committee meetings and assist with meeting scheduling, planning, minutes and follow-up.

Assist with daily department administrative functions for the Center. Serve as assistant to the Executive Director of the Center and provide administrative support to Center staff.

Serve as the first point of contact for the Center for internal and external audiences; manage phone, email and walk-in traffic for CUREC, providing superior customer service.

In partnership with the Associate Director of Operations, schedule CUREC staff meetings and events.

Order supplies and student awards.

Create and manage all invoices, receivables, and sponsorships for key signature events and symposiums.

Working with staff, assist with logistics for student treks, including hotel reservations, travel arrangements and reservations, as well as student expense reimbursements.

Assist the Executive Director with a variety of tasks, including scheduling meetings, completing monthly expense reports, managing travel and conference reservations, etc.

Send communication (primarily by email) to a variety of partners, including donors, board members, alumni, employers, faculty and students.

Manage mailing lists in Salesforce for CUREC communications with various partner groups, both internal and external constituents.

Track program and event attendance, and update Salesforce records with this information.

Assist staff in the development of marketing and communication materials used to promote the Center and its programs.

Create and maintain digital files and records.

Complete the recruitment and hiring process for Center student employees.

The Center generally has 1-3 student employees each year and this position manages those who are assisting with events/programs and administrative assistance, ensuring adequate assistance is provided.

In collaboration with staff, set work priorities and tasks for student employees helping with events, monitoring workload, flow and resources.

Qualification

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Event ManagementMicrosoft OfficeInclusive Environment PromotionProblem-SolvingInterpersonal CommunicationAdaptabilityTeamworkCustomer ServiceProject ManagementProgram ManagementCRM SoftwareSalesforceProject Management Software

Required

Bachelor's degree from an accredited institution and 1 year of experience in project, event or program management, or equivalent combination of education and/or experience

Ability to manage multiple, complex events

Outstanding interpersonal and communication skills

Ability to synthesize information clearly and concisely, both verbally and in writing

Competent in Microsoft Office (Word, Excel, PowerPoint and Outlook)

Ability to take initiative, learn and respond quickly

Demonstrated detail orientation and ability to multi-task

Ability to present self professionally

Confident in problem-solving and adapting to changes

Able to thrive as part of a team with various individuals and support others

Strong work ethic, determined and committed to successfully delivering results for both the role and Center

Excellent customer service skills

Promote creating an inclusive environment to reflect our values and vision at Leeds