Job description

Manages cross-campus engagement and communication as it relates to reserving and coordination of space on the Colorado College campus; serves as an integral part of the campus community and is charged with delivering a high level of training and support of the use of our campus scheduling system.

Anticipated Salary Range: See Pay Information below

Responsibilities:
Centralized Scheduling:

• Manage and implement a process for centralized campus scheduling. Including but not limited to: All academic classes, college events, departmental & faculty meetings, trainings, student events, and athletics.
• Establish across campus relationships and provide regular training opportunities for Venue Managers in the use of the Ungerboeck system.
• Provide leadership and supervision as a centralized point of contact for campus regarding space reservations, room details, set up and AV options for all campus spaces.
• Serve as a communication connection of accurate and up to date information for campus partners (Campus Safety, Sodexo, Bon Appetit, Facilities, Events, Registrars Office, etc.)
• Manage the creation of on-boarding for all new back-office users through Human Resources Bridge Learning Management System.
• Create and maintain training program at Excel @ CC course for campus event planners to learn the process for requesting the use of campus space.
• Manages the monthly logistics coordination meetings with campus partners such as facilities, audiovisual, campus safety, bon appetite, and custodial to make sure all ancillary departments are on the same page with events.
• Partner with Campus Activities on student training for space requirement for student organizations and attend the Student Event Summit weekly meeting.
• Work closely with campus events planners on reserving and holding space in advance for large internal events (New Student Orientation, Commencement, Homecoming, Family Weekend, Opening & Honors Convocation, Board of Trustees meetings).

Database System Administration:

• Manage the monthly maintenance, configuration, and reliable operation of Ungerboeck.
• Manage the Customer Success Manager relationship to perform regular system upgrades, troubleshoot system errors, and implement appropriate integrations for the campus.
• Oversee the transition of new system implementations.
• Promote and maintain continued education on the most up to date processes and best practices within Ungerboeck as well as overall system changes.
• Assist campus with the execution of campus contracts through the Ungerboeck system.
• Manage execution of financial transactions for each area that has contract responsibilities such as events and athletics.
• Lead efforts to educate campus partners on use of the Ungerboeck system through training opportunities and help desk support.
• Responsible for keeping campus data up to date within the scheduling system (such as department updates, staff and faculty changes, space changes, name updates, capacities, meeting types, set up resources).
• Maintain relationship with ITS on-database management and all web integrations.
• Serve as an expert in registration creation for events requiring a registration component, both internal and external.
• Responsible to up-to-date information on campus calendar to make sure information is accurate and up to date.
• Write appropriate system updates and work with Communications to distribute to campus.

o Actively support the colleges plan to be an antiracist institution by understanding, engaging with, and promoting diversity, inclusion, and equity in the college community.
o Promote a culture of safety and environmental protection by working in a safe manner; immediately reporting unsafe
situations and accidents; following college procedures; and participating in appropriate safety training.
o Demonstrate environmental sustainability by using college resources wisely and supporting the colleges sustainability
initiatives and innovation.
o Perform other duties as assigned.

Additional Responsibilities:
o Actively support the colleges plan to be an antiracist institution by understanding, engaging with, and promoting diversity, inclusion, and equity in the college community.
o Promote a culture of safety and environmental protection by working in a safe manner; immediately reporting unsafe
situations and accidents; following college procedures; and participating in appropriate safety training.
o Demonstrate environmental sustainability by using college resources wisely and supporting the colleges sustainability
initiatives and innovation.
o Perform other duties as assigned.

Required Qualifications:
Bachelors degree or equivalent additional experience plus a minimum of five years of related and progressively responsible leadership experience in event planning. Results oriented with experience in budget planning and forecasting; strong business acumen, organizational and collaborative skills with keen judgement and attention to detail; excellent written communication skills; ability to establish and maintain positive working relationships with diverse populations and from different cultural backgrounds and to understand and apply antiracism terminology and best practices; knowledge of Microsoft Office suite of software; ability to work evenings and weekends as needed.

Preferred Qualifications:
Certified meeting planner certification.

Job Type: Full-time

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