Registration and Event Coordinator Contract

Position Location
Fort Collins, CO

Work Location
Position qualifies for hybrid/in-office work

Research Professional Position: No

Posting Number: 202401974AP

Position Type: Admin Professional/ Research Professional

Classification Title
Prof/Indiv Contrib I

Work Hours/Week: 40

Proposed Annual Salary Range
$51,000 – $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, commitment to diversity, equity and inclusion, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

• Review our detailed benefits information here.
• Explore the additional perks of working at CSU here.
• For the total value of CSU benefits in addition to wages, use our compensation calculator.
• Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in!

To ensure full consideration, applications must be received by 11:59pm (MT) on
11/22/2024

Description of Work Unit

HOUSING AND DINING SERVICES
Please visit https://hr.colostate.edu/prospective-employees/our-people/ to learn about joining Housing & Dining Services (HDS) as the largest department on campus with 450 full-time staff and 1,700 hourly and student staff, and nearly 8,300 students live on campus. HDS is responsible for the management, finance, administration, and program development of all University housing facilities, including residence halls, university apartments, and Mountain Campus.
As a department, HDS works to create dynamic housing and dining experiences that enhance personal growth and global engagement. We do this through implementation of our values of customer first service, commitment to students and staff, integrity, respect and teamwork, inclusiveness and diversity, innovation and stewardship.
WORK UNIT
Conference and Event Services provides registration, logistical support, planning, coordination and execution for approximately 100 events annually. In addition to overseeing the front desks of residence halls and the Durrell Center which includes space reservations and over 100 student employees.
WORKING AT CSU
CSU was recently ranked first among Colorado-based educational employers and fifth among all in-state employers in Forbes magazine’s “America’s Best Employers by State!” Top Public Research University.
Colorado State University has a campus culture that is driven by a desire always to do better and a vision to be the best place to learn, work, and discover. Our Principles of Community – Inclusion, Integrity, Respect, Service, and Social Justice – reflect our core values and support CSU’s mission and vision of access, research, teaching, service, and engagement. Each member of our community has a responsibility to uphold these principles when engaging with one another and acting on behalf of the University. For more information visit: https://hr.colostate.edu/prospective-employees/our-people/
CSU Land Acknowledgement
Colorado State University acknowledges, with respect, that the land we are on today is the traditional and ancestral homelands of the Arapaho, Cheyenne, and Ute Nations and peoples. This was also a site of trade, gathering, and healing for numerous other Native tribes. We recognize the Indigenous peoples as original stewards of this land and all the relatives within it. As these words of acknowledgment are spoken and heard, the ties Nations have to their traditional homelands are renewed and reaffirmed.

CSU is founded as a land-grant institution, and we accept that our mission must encompass access to education and inclusion. And, significantly, that our founding came at a dire cost to Native Americans and peoples whose land this University was built upon. This acknowledgment is the education and inclusion we must practice in recognizing our institutional history, responsibility, and commitment.

Position Summary

The Registration and Event Coordinator is a full-time, 12-month position that delivers registration management including websites and in-person registration and event support and coordination for an active year-round conference and event operation. The position provides registration assistance for conferences and events supported by CES and full implementation for assigned groups. The ideal candidate must be organized and able to work independently and efficiently under pressure with multiple and changing deadlines. To be successful in this position, the Registration and Event Coordinator must be highly reliable and have excellent interpersonal communication skills including 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 also hire, train, and supervise student staff to support front desk operations for Conference & Event Services as well as the CSU Mountain Campus. The successful candidate will have demonstrated experience working with diverse individuals including a range of ages, religions, gender identities, sexualities, nationalities, ethnicities, races, and abilities.

Required Job Qualifications

• Minimum of three years of administrative service experience
• One year of work experience in a hospitality or customer service-related position
• Demonstrated computer skills to include advanced knowledge of the Microsoft Office Suite
• Must be able to lift and wheel 50 pounds
• Must have a valid driver’s license or the ability to obtain a valid driver’s license or access to a licensed driver by the position start date.

Preferred Job Qualifications

• Bachelor’s degree
• Experience building websites using appropriate software and/or using a conference, event, and/or CRM software
• Supervision of college or university student staff as a primary responsibility
• Experience with financial reconciliation processes and practices
• Demonstrated collaboration skills to work with teams and internal and external 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
• Bilingual: English and Spanish

Diversity Statement

Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Job Duty Category: Registration Support

Duty/Responsibility

• Design conference registration websites to meet customer needs and recommend changes based on best practices.
• Assist and support registration processes by meeting with conference managers and assigned clients on a regular basis to determine registration needs as well as respond to requests for registration modifications.
• Design and approve registration protocols and forms and enforce registration processes.
• Manage all on-site registrations, which may include non-traditional work hours several times per month. Determine client and event needs, schedule and train student and professional staff if needed, and coordinate registration process logistics for successful attendee registration execution.
• Monitor and evaluate event registrations as well as a financial event account including all revenues and expenses for the event and prepare detailed reports for client approval.
• Coordinate daily (weekday) registration downloads and financial reconciliation for all registration programs.
• Prepare and disseminate reports, refunds, and invoices to attendees, clients and CES managers as requested, and assist in closing processes
• 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.
• 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, websites, and database software related to industry best standards for collegiate conference programs.
• Assist in communications with software vendor on registration-specific issues.
• 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, coordinate with CSU payment services.
• Maintain and update all conference registration procedures and web registration manuals.
• Other duties as assigned

Percentage Of Time: 40

Job Duty Category: Registration and Event Coordination

Duty/Responsibility

• Manage all aspects of minimum of 10 events per year including initial proposal, contracting, budgeting, build/design/maintain registration website using conference software, coordinate and manage all aspects of contracted services, final invoice preparation and account closing within established guidelines and best practices.
• Conduct initial interviews with clients to determine what services are needed for their event.
• Work with CSU Mountain Campus professional staff to develop and manage registration processes for the summer Getaway weekends and other events.
• Coordinate with Conference & Event Services Business Manager on all financial activities to ensure that proper procedures are followed.
• Responsible for keeping and creating accurate financial records related to each event.
• Set up and maintain all event documentation including final invoicing and account closure.
• Other duties as assigned

Percentage Of Time: 30

Job Duty Category: Supervision

Duty/Responsibility

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

Percentage Of Time: 20

Job Duty Category: Administration

Duty/Responsibility

• Actively participate and represent CES on a variety of campus committees and initiatives, departmental processes, and projects.
• Understand and follow CSU policies and procedures when committing University resources with little supervision.
• Communicate regularly through multiple platforms with internal and external clients and collaborators.
• Make recommendations to develop and monitor process protocol, policies, procedures, and evaluation standards to support CES programs.
• Receive, route, and/or respond to inquiries using supporting documentation and relevant operations protocols.
• Demonstrates an active commitment to diversity and inclusion.
• Provide support to Mountain Campus, as necessary; may include in person assistance at the Mountain Campus location at certain times of year.
• Other duties as assigned

Percentage Of Time: 10

Special Instructions to Applicants

HDS is committed to building a diverse and inclusive community where unique experiences are valued and everyone has the opportunity to contribute. When you apply, rest assured that your materials will be assessed by a person and will be considered based on key competencies needed for success in the position. Please visit us at https://housing.colostate.edu/about/employment/ to learn about the culture and benefits of joining Housing and Dining Services.

To apply please provide a cover letter and resume. Please use your cover letter and resume to align your applicable experience with the minimum and preferred qualifications. Your materials will be evaluated on their alignment with the minimum and preferred qualifications to move forward in the process. Please provide contact information for 3 professional references and references will not be contacted without prior notification of candidates.

If you are needing assistance or accommodations with the search process, please reach out to the listed search contact. Please note, applicants may redact information from their application materials that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Conditions of Employment
Pre-employment Criminal Background Check (required for new hires), Valid Driver’s License

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.

Minimum References Requested
3

Maximum References Requested
3