Conference and Program Manager, CES

Conference and Program Manager The Conference and Program Manager serves as one of the principal interfaces with clients in the planning and execution of all events hosted by Conference and Event Services (CES). Events include short courses, conferences, symposia, seminars, workshops, or other similar endeavors. This role coordinates and manages, under minimal supervision, multiple pre- and post-event aspects such as 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). The Conference Manager directly supports Payne Institute events on campus and serves as the primary backup for the Summer Conference Manager. This is a full‑time, 12‑month professional exempt position. Work hours include weekdays and some evenings and weekends; remote work may be possible. Responsibilities Event Logistics Management Collaborate with faculty and external clients on professional education proposals. Prepare and negotiate venues and purchases for events, working with the Procurement Office as appropriate. Manage logistical arrangements, including contracting for meeting rooms, audio/visual, food service, transportation, and printing. Prepare realistic event timelines and keep clients updated and on schedule. Identify outcomes on program development for continuing/professional education. Supervise event logistics, including on‑site set‑up, event management, breakdown, and volunteer management. Assist exhibitors during all interactions with venue operators. Manage schedule and technical display changes throughout the event. Ensure venue placement and condition are optimal for participant experience. Validate attendance, create certificates of completion, and maintain records of recipients. Supervise on‑site check‑in and registration services. Monitor the venue throughout the entire event. Act as concierge, visible and approachable to answer attendee or presenter questions. Troubleshoot and resolve problems. Maintain an accurate database and review for international compliance. Monitor and respond to general shared inbox emails. Conduct after‑event meetings with organizers to solicit evaluations and prepare final reports. Event Systems Management Serve as technical expert for event system management programs. Train users and independently configure the online document management system to meet event requirements and monitor submissions. Export data to assist reviewers and organizers in assigning documents to specific sessions. Manage the online registration system and internal registration/financial system for registrations, modifications, data imports/transfers, and manual entry. Manage development and transmission of registration confirmations. Maintain awareness of payments by wire transfer and checks. Ensure accurate enrollment and tuition statistics. Interpret and explain registration policies and procedures to attendees, including cancellations, transfers, and substitutions. Marketing and Communications Develop comprehensive timelines and marketing strategies (electronic, web, print, journal ads) for each client. Assist in developing and executing publicity/marketing campaigns with Marketing and Communications. Oversee production of promotional materials, graphics, and signage. Develop, communicate, and enforce author and session chair guidelines, deadlines, and duties. Budget Management Prepare, submit, and track Mines approval forms and ensure purchasing guidelines are followed. Create and maintain accurate financial records for attendees, vendors, and organizers. Pre‑approve expenditures to vendors, speakers, instructors, and students. Analyze and approve refunds or discounts. Assist with final financial reconciliations, ensuring income and liabilities are settled. Provide input on budget preparation, expense projection, and cost‑effective strategies. Interface between proposers and Vice Provosts to assess viability of new and continuous programs. Training and Documentation Management Identify future training needs and create curricula for the CES event group. Identify and fill gaps in training content and materials. Create training materials and methods for all CES functions and software. Qualifications Must possess a Bachelor’s degree from an accredited four‑year institution or equivalent progressive event‑management experience. At least two years of event‑management experience. Proficiency in event‑management software such as Cvent or EventsAir. Proficiency in Microsoft Office Suite. Strong customer‑service experience with interpersonal, communication, and relationship‑building skills. Preferred: Four or more years of event‑management experience and experience developing and managing event/conference budgets. Salary and Benefits Annual salary: $65,000 – $67,000, based on education, training, experience, scope, and market conditions. Flexible health and dental care options. 13 paid holidays per year, including a week‑long winter break. Fully vested retirement plan on the first day of employment with generous employer contribution. Tuition benefits: 6 credits per year for employees, 50% discount for dependents. Free RTD Ecopass. Discount programs through the State of Colorado. Free tickets for Mines Athletics home games and access to the recreation center. On‑campus daycare center available. Additional benefits available; details at mines.edu/human‑resources/benefits. Application Requirements Applicants must be authorized to work in the United States; visa sponsorship is not available. Successful completion of a background investigation is required. Equal Opportunity Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status, or current military service. Mines also does not retaliate against personnel for filing complaints or addressing potential discrimination or safety concerns. Mines complies with federal, state, and local laws and regulations that prohibit discrimination in employment. #J-18808-Ljbffr Colorado School of Mines