Registration and Event Coordinator in CO

Summary

Registration and Event Coordinator

Colorado State University Posted on 2022-11-18

Salary	$46,000 – $51,000 a year
Location	Remote in Fort Collins, CO
Type	Full-time

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Job Description

Position Location

Fort Collins, CO

Is this position eligible for hybrid or remote work?

Yes – Hybrid Remote/In-Office

Research Professional Position

No

Posting Number

202201874AP

Position Type

Admin Professional/ Research Professional

Classification Title

Prof/Indiv Contrib I

Number of Vacancies

Work Hours/Week

40

Proposed Annual Salary Range

$46,000 – $51,000

Employee Benefits

Colorado State University (CSU) 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/hr-community-and-supervisors/benefits/benefits-eligibility/ & https://hr.colostate.edu/prospective-employees/our-perks/.

Desired Start Date

Position End Date (if temporary)

To ensure full consideration, applications must be received by 11:59pm (MT) on

12/05/2022

Description of Work Unit

WORK UNIT
The mission of the Colorado State University Conference and Event Services office is to create successful conferences and events that support client goals and maximize the use of University resources.

HOUSING AND DINING SERVICES
Housing & Dining Services (HDS) is a multifaceted auxiliary organization responsible for management of on-campus housing facilities, residential dining, conferences, and the CSU mountain campus. Other areas within HDS include the RamCard, communications, sustainability, facilities, human resources, technology services, workplace education, and business services. Approximately 450 full-time staff and 1,700 hourly and student staff serve the nearly 8,000 students who live on campus, in addition to other campus and community guests. Our priority is providing our residents and guests with safe living environments, quality dining, and exceptional out-of-classroom experiences. We accomplish this through sound fiscal and operational management strategies, and an emphasis on the development of programs and services that are designed to enhance personal growth and global engagement. Staff are expected to uphold our values of customer first service, commitment to students and staff, integrity, respect and teamwork, inclusiveness and diversity, innovation, stewardship, and to support the CSU Principles of Community.

WORKING AT CSU
Founded in 1870, Colorado State University is among the nation’s leading research universities and enrolls approximately 32,000 undergraduate, graduate, and professional students. Located an hour north of the Denver metro area, Fort Collins is a vibrant community of approximately 157,000 residents that offers the convenience of a small town with all of the amenities of a large city. Fort Collins is situated on the Front Range of the Rocky Mountains with views of 14,000 foot peaks, and offers access to numerous cultural, recreational and outdoor opportunities. Visit www.facultyandstaff.colostate.edu to learn more about working at CSU.

Position Summary

The Registration and Event Coordinator is a full-time, year-round position that delivers registration management and support for an active year-round conference and event operation. The position provides full registration assistance and implementation for all conferences and events by working directly with CES Conference and Event Managers. The selected candidate will be well-organized and able to work efficiently under pressure with multiple and consistently changing deadlines. To be successful in the position, the Registration Coordinator must have excellent interpersonal communication with the elements of providing exceptional customer service, organization, administrative skills, and have solid experience and comfort working with technology and database programs. The Registration and Event Coordinator will hire, train, and supervise student staff to support front desk operations for Conference & Event Services as well as the CSU Mountain Campus.

Required Job Qualifications

• High School Diploma (or GED) plus three (3) years of general clerical experience.
• One (1) year of work experience in a hospitality-related position; including but not limited to hotel, association, tourism, event facility or university conference/event operation.
• Experience using Microsoft Office Applications, i.e. Word, Excel, Outlook, Teams, etc.
• Demonstrated strong commitment to diversity through personal and professional activities that will support the department and university priorities related to equity, access, inclusion, and diversity
• Experience building websites using appropriate software.

Preferred Job Qualifications

• Bachelor’s degree. Preference will be given to degrees in business, hospitality and/or hotel management, recreation or tourism or related field.
• Two (2) years of customer service as primary responsibility.
• Experience using a conference, event, and/or CRM software.
• Experience in problem solving with various levels of staff and customers.
• Demonstrated ability to coordinate multiple projects, prioritize work to maximize productivity and respond effectively to change.
• Demonstrated understanding of the recreation, tourism, hotel and resort management industries.
• Excellent written and oral communication skills
• Valid Driver’s License
• Bilingual

Diversity Statement

Personal and professional commitment to diversity and inclusion as demonstrated by involvement in teaching, research, creative activity, service to the profession and/or diversity/inclusion activities.

Essential Duties

Job Duty Category

Registration and Event Coordination

Duty/Responsibility

• Solely coordinate and oversee all aspects for registration-only conferences and events (10-15 conference and events annually) including proposal, contracting, build/design/maintain registration website using conference software, on-site registration coordination and final invoicing.
• Assist and support registration processes for CES. Meet with conference managers on a regular basis to determine registration needs as well as respond to requests for registration modifications. Design and approve registration forms and related information; this includes interpret, clarify, and uniformly enforce registration processes for the CES team.
• Manage all on-site registrations, including non-traditional work hours several times per month. Determine client and event needs, schedule and train staff, and coordinate registration process logistics for successful attendee registration execution.
• Conduct initial interview with clients to determine what services are needed for their event.
• Understand and follow CSU policies and procedures when committing University resources with little supervision.
• Work with CSU Mountain Campus professional staff to develop and manage registration processes for the summer get-a-way weekend and other events.
• Develop and maintain individual conference budgets and provide financial information to CES management. Coordinate with Conference & Event Services Business Manager in all financial activities to ensure that proper procedures are followed. Responsible for keeping and creating accurate financial records related to each event.
• Coordination of daily registration downloads and financial reconciliation for all registration programs.
• Prepare and disseminate reports, refunds, and invoices to attendees, clients and coordinators as requested; assist in closing process if/when registration funds do not match ledger funds.
• Coordinate verification of billing and refund information, contact participants regarding outstanding balances, create and process financial documents for daily reconciliation, troubleshoot errors, and resolve disputes.
• Generate registration financial reports and reconcile revenue to balance with department finance for all registrations to determine revenue and expenses.
• Create and facilitate all materials needed for conference guests, including but not limited to name badges, portfolios, etc.
• Utilize, train, and provide recommendations to staff for changes to current registration processes and database software related to industry best standards for collegiate conference programs.
• Assist in communications with software company on registration-specific issues.
• Develop and provide guidance to CES staff on more complex and challenging conference participant registration situations.
• Assist in the development of the CES registration services and supply rate structure.
• Ensure Payment Card Industry Date Security Standards (PCI DSS) compliance with all registration processes and procedures.
• Maintain and update all conference registration procedures and web registration manuals.
• Other duties as assigned

Percentage Of Time

60

Job Duty Category

Administration

Duty/Responsibility

• Partner with the CSU Mountain Campus for summer and seasonal employment selection process.
• Manage supply orders for CES and the CSU Mountain Campus
• Maintain mailing list databases and help coordinate mass mailing assembly.
• Actively participate and represent CES on a variety of division, campus committees and initiatives, departmental processes, and projects.
• Maintains mailing list databases and coordinates mass mailings
• Assist with Guest Housing – includes building a registration site; communications with campus partners regarding arrivals and departures.
• Ordering annual parking placard/parking pass
• Communicating with facilities regarding maintenance of CES vehicles, keeping vehicle information accurate and organized
• Communicate regularly through multiple methods (phone, email, forms, calendars, in-person meetings) with internal and external
• Other duties as assigned

Percentage Of Time

20

Job Duty Category

Supervision

Duty/Responsibility

• Manage and coordinate front desk operations including customer and guest services, office management, area processes
• Hire, train, and supervise 2-5 student staff to support front desk operations year-round

Percentage Of Time

20

Application Details

Special Instructions to Applicants

Interested applicants must submit a cover letter which addresses how professional experiences align with identified required and preferred qualifications of the position, a current resume, and the names, e-mail addresses, and telephone numbers of three (3) professional references. References will not be contacted without prior notification of candidates. If you have questions, please contact Amy Mosser, amy.mosser@colostate.edu

Conditions of Employment

Pre-employment Criminal Background Check (required for new hires)

Search Contact

Amy Mosser, amy.mosser@colostate.edu

EEO Statement

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 Policy Statement

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 for the finalist before a final offer. 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.

Company description:

Colorado State University (also referred to as Colorado State and CSU) is a public research university located in Fort Collins, in the U.S. state of Colorado. The university is the state »s land grant university, and the flagship university of the Colorado State University System.The current enrollment is approximately 32,236 students, including resident and non-resident instruction students and the University is planning on having 35,000 students by 2020.