Contact your local county Extension office through our County Office List.

Close Icon
   
CSU Extension - A division of the Office of Engagement. Providing trusted, practical education to help you solve problems, develop skills and build a better future.
Established 1908

Job Vacancy #49-22 Event Coordinator, Fort Collins, CO   arrow

Colorado State University is a land-grant institution committed to a 150-year-old mission of access to higher education for the citizens of Colorado and to excellence in teaching, research, and outreach. The campus is located in the city of Fort Collins, the county seat of Larimer County. Fort Collins is a progressive community of approximately 171,000 situated 65 miles north of Denver on Interstate 25. Located at an elevation of 5,000 feet, Fort Collins has a clear, dry climate and generally pleasant temperature throughout the year.

The Office of Engagement and Extension (OEE) was organized in 2006 to advance CSU’s engagement and outreach missions. OEE includes CSU Extension, CSU Extended Campus (including CSU Online), the Colorado Water Center, the Salazar Center for North American Conservation and a variety of vibrant programs that engage the teaching, research, extension, and service missions of Colorado State University. The Vice President for Engagement and Extension (VPEE) is the principal administrative, academic, and fiscal officer for the division, reports to the CSU President, and works closely with the Provost/Executive Vice President. OEE works collaboratively across all Colleges and offices on campus, and has strong engagement programs throughout Colorado, the Western US and globally. At any given time, OEE includes over 400 employees. The total of budgets is approximately $85 million. OEE is one of the most institutionally comprehensive commitments to engagement and outreach among all land-grant and other universities. Propelled by OEE’s leadership, nationally CSU is a Carnegie Engaged University (2008, 2014), is a member of the Engagement Scholarship Consortium, is an APLU Innovation and Economic Prosperity University (2016), and is highly ranked for its online degree programs. Annually, CSU Extended Campus garners enrollments of over 10,000 learners and CSU Extension delivers approximately 500,000 educational contacts. The OEE office is in the University Square building on Fort Collins campus. Learn more at engagement.colostate.edu. We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities. We invite you to review Colorado State University’s Board of Governors-approved Mission, Values, and Guiding Principles as well as our Principles of Community, which together inform our teaching, research, service, and engagement.

APPLICATION PROCESS AND DEADLINE: For full consideration, all materials must be RECEIVED no later than 11:59 PM Mountain Time on Sunday, May 22, 2022. Please submit the following to https://jobs.colostate.edu to apply:

  • Resume
  • Cover letter
  • Transcript of college(s) course work showing degrees conferred. Please remove all references to birth date or social security number.

All applicants will be contacted approximately 15 working days after the deadline regarding their status. Next steps and interview dates will be shared to those moving forward. Four professional references will be requested of applicants that advance in the interview process. For questions regarding the application process, contact the Office of Equal Opportunity at (970) 491-5836 or email oeo@colostate.edu. For questions regarding the job vacancy, responsibilities, and salary, please contact Yvonne Bridgeman at (970) 491-3440 or yvonne.bridgeman@colostate.edu.

PURPOSE OF POSITION

The Event Coordinator provides support for key events of the Office of Engagement and Extension. To support success of the events, the Event Coordinator works collaboratively with leaders across the division to understand the goals and key outcomes for the event. The Coordinator works within the OEE communications team, and partners with team members to understand the overall strategy, planned promotions and timing of messages to different audiences to include in the event plans. Travel, weekend and evening work will be required in support of events.

Types of events support may include:

  • Sponsored events and conferences
  • Colorado State Fair, National Western Stock Show participation
  • OEE Center conferences and events (for example Salazar Center Symposium, Water Center conferences)
  • OEE Annual Forum on CSU’s Fort Collins campus, engagement symposium, and other large-scale division meetings and trainings
  • Colorado 4-H events (for example leadership and state conferences/events)
  • Virtual, hybrid, and in person events

ESSENTIAL JOB DUTIES

Event Planning and Logistics: 80%

  • Create and communicate event plans, including key deadlines and tasks related to the event.
  • Create an event plan and logistics that support the program goals and planned content.
  • Assist with developing event budgets by providing event leads (OEE conference/event key contact) with vendor estimates and past event expense reports. Track and submit event expenses and provide complete budget report after each event.
  • Schedule and facilitate planning meetings as well as debrief following each event to understand bright spots, tensions, and key learnings.
  • Comply with university event process and approvals, including all related event guidelines and policies.
  • Submit event registrations to CSU Facilities, external organizations as necessary.
  • Manage on-site event staffing schedule to ensure adequate coverage. Schedule power, tables, chairs, and other materials needed onsite. Schedule and support set up and tear down. Support group travel needs (hotel blocks, group transportation, other).
  • Identify staff/leadership attending events. Create agenda and detailed overviews for leaders and staff for events. Identify branding materials (logo items, name tags, other) needed. Order event-related materials and ensure they are delivered with adequate time.
  • Coordinate registration process, data management, and participant support and updates on event details.
  • Work with hotels to arrange for room blocks and meeting needs. Manage rooming lists for events.
  • Arrange group transportation as needed for events (for example buses, vans).
  • Arrange for catering, working with vendors to create a menu that accommodates participant dietary needs within an identified budget.
  • Work with location contacts on event set up, including room layout, AV needs, meals. Complete walk through of site prior to event.
  • For virtual events, coordinate online delivery, AV and meeting room requirements (for example breakout rooms, collaboration tools).
  • Coordinate with IT, video production, and other OEE teams as needed in support of events and meetings.

Event Communications & Marketing: 20%

  • Partner with communications to ensure information is shared timely with audiences. Update OEE staff information on events, including intranet site content. Provide regular updates to event leads.
  • In partnership with event leads and communications, identify print and branding materials needed in support of the event, deadlines for printing, quantities, and method of delivery to the event (for example, flyers, posters, banners). Coordinate materials to be used (banners, displays, screens, for example) and ensure materials are ordered and delivered on time.
  • Coordinate presentation development. Review and update for branding consistency.
  • Identify potential giveaways needed. Coordinate with CSU campus partners and communications for branding. Ensure order received and delivered on time.

SALARY: The salary range for this position is $45,000-$50,000. Starting salary will be commensurate with education and experience.

REQUIRED JOB QUALIFICATIONS:    

  • Bachelor’s degree in business, hospitality, communication, sciences, liberal arts, or related field; OR completed bachelor’s degree in any field with a minimum of 3 years of experience in hospitality, event/meeting planning, or closely related experience.
  • Professional experience in event planning.
  • Demonstrated computer skills specifically in Microsoft Office Suite.
  • Must have a valid driver’s license or the ability to obtain a driver’s license or access to a licensed driver by the employment start date.

PREFERRED JOB QUALIFICATIONS:

  • Two or more years of conference and/or event management experience in a higher education setting.
  • Knowledge of and experience working with basic regulations, guidelines, policies, other parameters, and objectives with proven ability to meet deadlines and remain on budget.
  • Demonstrated ability to coordinate multiple projects, prioritize work to maximize productivity, and respond effectively to change.
  • Experience in conference and/or event sales and marketing, the hospitality industry, including contract negotiations.
  • Excellent written and verbal communication skills.
  • Demonstrated experience in providing exceptional customer service to internal and external stakeholders.

BENEFITS: Colorado State University is committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time faculty and administrative professional employees in the following University benefit areas. https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-afap.pdf.

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, titleix@colostate.edu.

The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, oeo@colostate.edu.

The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, oeo@colostate.edu.

Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education.

BACKGROUND CHECK: Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

Application process and additional information may be obtained at http://jobs.colostate.edu/postings/103917