Events Coordinator

Working Title: Events Coordinator

Location: CO-Fort Collins

Job Description:

Proposed Annual Salary Range$53,000-$56,000

Employee Benefits

Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

Position End Date (if temporary)

About Colorado State University

As one of our nation’s top public institutions of higher learning and Colorado’s land-grant institution, Colorado State University is committed to making things happen – from the classroom and the laboratory to communities across the world. Colorado State University aims to continue its growth as a top-tier destination for talented students, while also passionately pursuing its mission and heritage as the land-grant institution for the state of Colorado. Our campus is the heart of Fort Collins, at the base of the Rocky Mountains, and only an hour from the Denver metropolitan area. The wide-open spaces, 300 days of sunshine each year and majestic backdrop make Fort Collins, a city with a population of about 150,000, an attractive place to work, live, and learn. Fort Collins and Colorado State University regularly top the “best of” categories for livability and employee support. 

About the Office of Admissions

The Office of Admissions, located in the Division of Enrollment and Access, is tasked with enrolling an incoming student body consistent with the mission and vision of access, research, teaching, service and engagement at Colorado State University. Admissions is responsible for coordinating enrollment efforts across the university related to inclusive recruitment and counseling, marketing, application, strategy, and technical support functions for most prospective students. With over 50 full-time staff and an additional 60 student employees, duties range from marketing and communication, prospective student events, application processing and decisions, enrollment strategy, recruitment and outreach, customer service, systems support and data analytics. Through innovative and strategic approaches, Admissions strives to balance its growth in attracting an increasingly diverse and well-prepared student body while remaining true to its land-grant mission and heritage. We employ a holistic, comprehensive review process to select new undergraduates, not only in light of their preparation, but their potential to successfully contribute to the campus and world community.

About the Unit
The Engagement and Outreach team currently consists of the Director, the Associate Director of Engagement, Associate Director of Outreach, the Assistant Director of Events, Assistant Director of Engagement, three professional staff members and approximately 60 student ambassadors. The unit is charged with engaging with campus partners, external constituents and alumni to assist in reaching the university’s enrollment goals. Additionally, this unit coordinates group visits, daily information sessions, and large recruitment events.

Position Summary

This position reports directly to the Assistant Director of Admissions Events and is a member of the Engagement and Outreach Team in the CSU Office of Admissions. The Events Coordinator is directly responsible for planning, managing, and producing on-campus, off-campus, and virtual recruitment and outreach events. This includes large visit programs (1000-2000 attendees) for prospective students and those admitted to CSU; all recruitment events for special populations (transfers, veterans, scholar recruitment, counselors, VIPs, and initiatives tied to access); and supporting the Ammons Hall visitor experience (30,000+ visitors/year.) This person will partner with colleagues in the unit to plan and execute Admissions events from start to finish, including managing task for teams and partners, room reservations, catering, decorations, staffing, and processing of all necessary event forms, purchase requests, payments and contracts as required by the university. This is a full-time, 12-month Administrative Professional position. It is based on campus with opportunities to work in a hybrid format. Other responsibilities include development of Surveys and collection and analysis of event feedback, managing inquiries submitted to the Engagement and Outreach general visit inbox, and supporting foundational admissions activities as needed, including front desk coverage, daily information sessions, and ambassador oversight.

Required Job Qualifications

• A bachelor’s degree in education, liberal arts, hospitality, counseling, business, or a related field
• 1 year of event planning experience or campus visit programming experience
• 1 year of demonstrated leadership and or professional experience working with high school or college students (experience gained while working as a college student will be considered.)
• Personal or professional interest in access recruitment as demonstrated by participation in relevant training, persistent effort, or active planning.
• Able to work irregular work hours, including evenings and weekends
• 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

• Previous admission or college counseling experience or related higher education experience (student experience will be considered)
• Experience providing a high level of customer service to diverse populations
• Proven ability to work collaboratively and independently
• Experience utilizing data for assessment purposes
• Experience managing budgets
• Strong written and verbal communication skills
• Strong organizational skills.
• Ability to speak, read, and write fluently in Spanish

Essential Duties

 

Job Duty CategoryEvent planning, management, and production

Duty/Responsibility

• Complete a needs assessment with the assistant director of events to determine the goals of the event and provide ideas, recommendations and/or solutions to achieve the objective for the event.
• Assess and develop risk management plan, which may include weather contingencies, speaker no-shows, crowd control, and traffic management among others.
• Troubleshoot unexpected issues as they arise during the planning and execution process to accommodate and follow through with necessary resolutions.
• Develop project timelines and task lists for each event.
• Develop agenda by working in partnership with program managers to create programming to meet goals and objectives of events by proactively reviewing, identifying, and providing data from prior years from students, guests, staff, and campus partners.
• Manage and oversee event budgets of up to $50,000, including tracking and approving all expenditures, monitoring budgets throughout the event cycle, and making timely adjustments as needed. Provide financial projections and recommend alternative solutions to ensure events remain within established budgetary limits.
• Request all necessary communications for each event from the Marketing and Communications Team. Review and approve communications including promotions, upon registration, event reminders, cancellations, payment confirmations, payment reminders, and post event thank you and feedback requests.
• Plan, examine and define the following components for the event venue: space needs/rentals, catering, technology, parking, hotel room blocks, transportation, material shipments, special requests involving facilities management for environmental services, trash, and tables.
• Determine if vendors or contractors are needed for each event. Select the most appropriate vendors, request quotes/proposals, conduct contract negotiations, review orders before, during and after events. Post-event, review invoices and submit to the Business Services team for remittance of payment.
• On the day of the event, manage timing, logistics, staffing, vendors, venue, guest needs and any other matters that may arise.
• Provide superior customer service to all guests, campus partners, and other event support attendees so they feel respected, informed, and valued.
• Stay current on event planning and management software. This includes, but is not limited to, Slate, Qualtrics, Zoom, Microsoft office. Train and work with internal (Admissions) and external stakeholders (campus/academic partners and prospective students/families) on how to use the programs for events.
• Reserve and fulfill golf carts and motor vehicles for Admissions and Campus Partner events as needed.

Percentage Of Time65%

Job Duty CategoryEvent Analysis and Reporting

Duty/Responsibility

• Develop, design, and review assessment surveys to be distributed to campus partners and event attendees.
• Examine events, programming, and communications with a lens of accessibility for the audience, ensuring that the event welcomes guests from all backgrounds and is representative of various identities.
• Coordinate and manage all event calendar invitations for the Office of Admissions, including scheduling events in Outlook and ensuring distribution to all staff. Organize, lead, and participate in event pre-planning and post-event debrief meetings, gathering feedback from participants to provide actionable recommendations for future events.
• Support the Office of Admissions’ general visit email inbox

Percentage Of Time15%

Job Duty CategoryManage Swag Inventory

Duty/Responsibility

• Maintain and update standard operating procedures for using and requesting all Admissions swag items.
• Maintain accurate inventory counts using Admissions Inventory Management (AIM) program.
• Ensure security of physical storage of items both in Ammons and Centennial.
• Fulfill swag requests for events and VIP visits as needed.

Percentage Of Time10%

Job Duty CategoryOther duties as assigned

Duty/Responsibility

• Present Office of Admissions Daily Information Session presentation as needed
• Support the Principles of Community and participate in at least two professional development activities each year.
• Participate in and assist with other office-wide programs and activities as assigned or offered, such as professional development, University meetings, committees etc.
• Represent CSU professionally at on- and off-campus events.
• Provide event planning and management advice to internal and external partners, as needed.
• Participate in professional associations such as the Colorado Council on High School/College Relations, Rocky Mountain Association of College Admissions Counseling, and Collegiate Information and Visitor Services Association.
• Partner with Engagement and Outreach Coordinators to ensure a welcoming and positive experience for all visitors to Ammons Hall.

Percentage Of Time10%

EEO

Colorado State University (CSU) provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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.

References Requested

References Requested

Minimum Requested3

Maximum Requested3