Job Information
Colorado School Of Mines Event Manager, Continuing And Professional Education Service in Golden, Colorado
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 confirma 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 d splay 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.