Conference and Program Manager, CES

Engineering a world of possibilities 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 providing an on‑site leadership presence to ensure the event represents the quality of Colorado School of Mines (Mines). The Conference Manager will directly support Payne Institute events on campus. This role will serve as the primary backup for the Summer Conference Manager. This position reports to the Assistant Director of Conferences, within the division of Finance, Administration and Operations. The Event Manager will supervise student assistants and/or RA/GA hired for specific event support. For large‑scale conferences and symposia, the Event Manager may serve in either a lead or support position as assigned by the Assistant Director. This is a full‑time, 12‑month professional exempt position. Work hours will include weekdays, as well as some evenings and weekends with opportunities to work remote. Primary Duties Event Logistics Management 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. Supervise event logistics including on‑site event set‑up, event management, event breakdown and volunteer management. Provide assistance to exhibitors during all interaction with event venue operators. Manage the schedule and technical display changes needed throughout event. Ensure all aspects of the event venue are in optimal placement and condition for the participants experience. Validate attendance and create certificates of completion; maintain records of recipients of such certificates. Provide and supervise on‑site check in and on‑site registration services. Monitor venue throughout entire event. Act as concierge and be visible and approachable to answer attendee or presenter questions. Troubleshoot and resolve problems. Maintain an accurate database and review for international compliance. Monitor and correspond to general shared inbox emails. Conduct after‑event meetings with event organizer to solicit the organizer’s evaluation of the event and the support provided by CES. Prepare final report. Event Systems Management 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. Export data to assist reviewers and event organizers in assigning documents/submitters to specific event sessions. 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. Marketing and Communications Develop comprehensive timelines and marketing strategies (electronic, web, print, journal ads) for every client. Assist in developing and executing a publicity/marketing campaign in conjunction with Marketing and Communications. Oversee production of promotional materials, graphics, and signage. Develop, communicate, and enforce author and session chair guidelines, deadlines, duties, etc. developed in conjunction with event organizers. Budget Management 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. Pre‑Approve expenditure to vendors, speakers, instructors, students. Analyze and approve refunds or discounts. Assist with final financial reconciliations, ensuring income and liabilities have been received and settled. Provide CES input on preparing budgets, projecting expenses, and determining most cost‑effective ways to meet the event's goals. Serve as interface between event proposers and appropriate Vice Provosts in determining viability of new and continuous programs. Training and Documentation Management 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. 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 level of Education and Experience Four or more years event management experience. Experience developing and managing event/conference budgets. Salary and Benefits $65,000 - $67,000 annual salary rate Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees. Colorado School of Mines offers a robust portfolio of benefits for all employees. For this role, that includes: Flexible health and dental care options. Generous sick/vacation time: 13 paid holidays per year – including a week‑long winter break for entire campus. Fully vested retirement plan on first day of employment, with generous employer contribution. Tuition benefits (6 credits per year for employees, 50 percent discount for dependents). Free RTD Ecopass. All Mines employees also have 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, training, swimming pool, and equipment rentals. We are proud to have recently opened an on‑campus daycare center. For more details about benefits at Mines, visit mines.edu/human-resources/benefits. Additional Information and Reasonable Accommodation Requests It is the intent of Mines to comply with the applicable requirements of the Americans with Disabilities Act and the Americans with Disabilities Act Amendments Act of 2008, and their implementation rules and regulations, in support of equal opportunities for qualified applicants with disabilities. To meet this goal, Mines will make reasonable accommodations during the employment selection process and within our working environment. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on our site as a result of your disability. You can request a reasonable accommodation by contacting our Human Resources team at View email address on click.appcast.io or View phone number on click.appcast.io for assistance. 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. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses. Mines’ commitment to nondiscrimination, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a talented student body and workforce. Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequality or concerns for safety. #J-18808-Ljbffr State of Colorado