Conference and Program Manager, CES.

About the role

The Conference and Program Manager serves as one of the principal interfaces with clients in the process of planning and executing all events hosted by Conference and Event Services (CES). Events include short courses, conferences, symposia, seminars, workshops, or other similar endeavors. This role will coordinate and manage under minimal supervision 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).

Responsibilities

• Collaborates with faculty and external clients on professional education proposals.
• Prepare and negotiate venues and purchases for the events, working with the Procurement Office as appropriate.
• Manage logistical arrangements for events including contracting for meeting rooms, audio/visual arrangements, food service, transportation, and printing.
• Prepare realistic and attainable event timelines and ensure clients are kept updated and on schedule.
• Collaborate with faculty and clients to Identify outcomes on program development for continuing/professional education.
• Serve as the technical expert for event system management programs.
• Train users and independently configure the online document management system for an event’s requirements and monitor submissions.
• Manage the online registration system and the 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.
• Develop, communicate, and enforce author and session chair guidelines, deadlines, duties, etc. developed in conjunction with event organizers.
• 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.
• Analyze and approve refunds or discounts.
• Provide CES input on preparing budgets, projecting expenses, and determining most cost-effective ways to meet the event's goals.
• Support the Assistant Director in determining the viability of new and continuous programs.
• Identify future training needs and create a curriculum to facilitate that training.
• Search 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 CES event group.

Requirements

Minimal Level of Education and Experience: Bachelor’s degree from an accredited four-year institution of higher education (demonstrated and progressive experience in event management can be substituted for degree on a year for year basis)

• Two or more years of experience in event management
• Proficiency in event management software such as Cvent or EventsAir
• Proficiency in Microsoft Office Suite
• Customer service experience with strong interpersonal, communication, and relationship-building skills

Preferred Qualifications

• Four or more years event management experience
• Experience developing and managing event/conference budgets

Benefits

Mines offers a robust portfolio of benefits for all employees, including:

• Flexible health and dental care options
• Generous sick/vacation time: 13 paid holidays per year – including a week-long winter break for entire campus
• Generous employer contribution to fully vested retirement plan on first day of employment
• Tuition benefits (6 credits per year for employees, 50 percent discount for dependents)
• Free RTD Ecopass
• 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
• Newly opened on-campus daycare center

Pay

$65,000 - $67,000 annual salary rate

Schedule

Full-time, 12-month professional exempt position. Work hours will include weekdays, as well as some evenings and weekends with opportunities to work remote.