Event Administrator III

Event Administrator IIIRequisition Number: 54963Location: Boulder ColoradoEmployment Type: Research FacultySchedule: Full TimePosting Close Date: 08-Mar-2024Date Posted:Job SummaryThe Event Administrator is responsible for the planning, management, implementation, and execution of multiple large-scale and intimate events and programs. This position requires a unique combination of skills in communication, event management, and relationship management. This role will also provide executive support to leadership in the Finance & Operations (F&O) division.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 AreLASP is a world-renowned space science research institute at the University of Colorado Boulder. CU receives more NASA funding than any public university in the country, due in large part to LASP programs. Professional engineers work closely with scientists and assembly technicians in designing and building space flight hardware while helping mentor students as entry-level engineers working on these programs. LASP is particularly proud of a work environment that supports employee creativity and productivity and offers opportunities for diverse experiences and a broad range of responsibilities.What Your Key Responsibilities Will BeEvent Management:

Under the guidance of the Head of Facilities and Operations, serve as an event planner and resource for LASP events which includes but is not limited to pre-planning, event execution, and event follow-up.

Purchase and track all materials associated with events including dcor, catering, gifts, event rentals, etc.

Oversee and assign tasks to support staff to complete clerical duties such as creation of nametags, staffing events, etc.

Create and maintain a calendar of events for the lab.

Work with event hosts and Facilities and Operations team to coordinate event staffing, set-up and break-down including furniture, catering, materials/hand-outs, name badges, table tents, labels, and teleconferencing.

Manage event-specific budgets including sourcing vendors to secure competitive pricing, tracking budgets, supporting contracts and invoices for payment, and ensuring all invoices are paid in a timely manner.

Familiarity with University of Colorado departments and processes involved in event planning and large official functions, including parking, safety, catering, facilities/grounds, and university alcohol policy.

Partner with LASP Finance and Procurement on any questions or challenges that arise with event expenses and adhere to campus purchasing policies and procedures.

Provide onsite event support for all engagements and provide support for other divisions when needed.

Conduct debrief meetings and determine ways to improve future events. Make recommendations to leadership and event hosts for efficiencies, redundancies, and potential event collaboration.

Administration:

Provide direct support to senior division leaders in facilitating strategic priorities and business operations.

Provide a key role in preparation of presentations and reports. Tasks include synthesizing input and integrating multiple formats from multiple sources, editing documents, generating tables, and preparing presentation materials from division and departmental content.

Support division and lab-wide strategic initiatives including performing research and preparing information for executive needs.

As requested, manage the F&O directors schedule and act as a liaison for the management team.

May assist in recurring meetings, collect, and maintain meeting materials for management team, compile minutes, take and follow-up on actions as assigned.

Handle confidential communication.

What You Should Know

Due to US export control restrictions, must be a US person.

What We Can OfferThe salary range for this position is $65,000 - $75,000. We offer a generous retirement plan that includes 200% matching for the first 5% contributed with immediate vesting.BenefitsThe University of Colorado offers excellent benefits (https://www.colorado.edu/jobs/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 (https://www.colorado.edu/about) .Be StatementsBe ambitious. Be groundbreaking. Be Boulder.What We Require

BA or BS degree.

3 years of experience supporting senior-level administration, business, or management.

2 years of experience in planning, managing, and executing events.

Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel), Adobe, Zoom, Teams, Visio, and Confluence.

Experience scheduling appointments and updating calendars.

This position has the ability to work a hybrid schedule with at least 3 days per week onsite. This position is expected to be onsite and present for all managed events.

What You Will Need

Excellent written and verbal business communication skills

Demonstrated ability to handle complex, multiple, and concurrent tasks often under tight deadlines.

Ability to be self-directing and work independently with minimal supervision.

Excellent interpersonal skills, organizational skills and demonstrated ability to work.

Able to organize and manage large amounts of files, tasks, schedules, and information.

Energetic and eager to tackle new projects and ideas.

Must be able to lift 40lbs for event setup and breakdown.

Special InstructionsTo apply, please submit the following materials:

Resume or CV.

Cover Letter addressed to the Search Committee briefly describing your qualifications, professional goals, and specific interest in this position.

If you are selected as the finalist, your degree will be verified by the CU Boulder Campus Human Resources department using an approved online vendor. If your degree was obtained outside of the United States, please submit a translated version as an optional attachment.Please apply by 3/8/24 for consideration.Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs. (http://jobs.colorado.edu/)To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Event-Administrator-III/54963 (https://apptrkr.com/5052435)Copyright 2022 Jobelephant.com Inc. All rights reserved.Posted by the FREE value-added recruitment advertising agency (https://www.jobelephant.com/)jeid-f0895a271cb1d34b8a357abc2598cb86The 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.