Department and Events Coordinator

Longmont, CO, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $20.75 - $29.75

Work Schedule

Standard Hours

Benefits

Medical insurance

Dental Insurance

retirement plans

Paid Time Off

Tuition Assistance

ECO Pass for local transit

Professional development programs

Job Description

The University of Colorado Boulder, a prominent public research university, is seeking a dedicated and highly organized Department and Events Coordinator to join the Department of Psychology and Neuroscience. This department is a vibrant academic hub committed to advancing scholarship at the intersection of psychology and neuroscience. It supports a diverse community of more than 3,700 students across two undergraduate majors and five PhD programs, with an extensive faculty and research team dedicated to investigating topics ranging from the molecular level to community dynamics. With an annual budget of $20 million that encompasses substantial grant-funded research and gift funds, the department plays a crucial role in promoting education, discovery, and outreach within the university and beyond.

As a Department and Events Coordinator at CU Boulder, you will contribute to an environment that values a shared commitment to improving the human condition through teaching, research, and community engagement. This full-time University Staff position is based in Boulder, Colorado, and offers a competitive annual salary range of $52,000 to $55,000. The work schedule is Monday through Friday, 8 am to 5 pm, with the role being fully onsite.

This position serves as a central hub for faculty, staff, students, and visitors, ensuring the smooth and efficient operation of departmental activities. Your primary responsibilities will include managing front office functions, coordinating purchasing, supervising student employees, and orchestrating a wide variety of department events—from intimate meetings to large-scale ceremonies. Your role is essential in maintaining consistent processes, compliance with university policies, and fostering strong relationships with campus partners and external vendors.

You will be responsible for overseeing front office operations such as scheduling, managing conference and testing rooms, handling mail and email inquiries, and ensuring the security of departmental keys and equipment. The role requires a keen eye for detail to ensure that purchasing complies with university regulations and that office supplies are well maintained. You will also maintain vendor contracts and copier lease agreements to support operational efficiency.

Event planning and management form a significant part of this position's duties. You will independently lead and execute various departmental events, including outreach activities, donor receptions, faculty and staff gatherings, and student functions. This requires adept budget management, vendor sourcing, and contract negotiations, along with initiatives to improve event communications, attendance, and overall effectiveness. Special projects such as managing the annual spring commencement ceremony and the Ekstrand Mini Convention will also fall under your purview.

In addition to these day-to-day responsibilities, you will play a pivotal role in identifying and implementing process improvements to streamline departmental operations. Collaborating closely with faculty and administrative personnel, you will help clarify goals, strategize solutions, and enhance the productivity and collaborative spirit of the department.

The University of Colorado Boulder offers a welcoming and respectful workplace that encourages diversity and inclusion. The department values teamwork and proactive engagement, with a strong emphasis on professional development and community involvement. Employees enjoy a broad range of benefits, including medical, dental, and retirement plans; generous paid time off; tuition assistance; and an ECO Pass for local transit.

This role is ideal for candidates with at least a bachelor's degree and experience in event planning, office administration, or a related professional field. Proficiency in Microsoft Office and Adobe Acrobat, excellent communication skills, and the ability to work both independently and collaboratively are essential qualities for success in this position. If you are a motivated and detail-oriented individual who thrives in dynamic academic settings, this opportunity at CU Boulder’s Department of Psychology and Neuroscience offers a rewarding career path with impactful responsibilities and a supportive community.

Job Requirements

bachelor's degree
1+ years of experience in event planning and management, office administration, or related professional field
ability to work independently and with responsibility for initiating and completing tasks
proficient in Adobe Acrobat and Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint
effective oral and written communication skills
demonstrated ability to work independently and assume responsibility for initiating and completing critical functions in educational program management
demonstrated ability to work effectively in a team and within collaborative work situations

Job Qualifications

bachelor's degree
1+ years of experience in event planning and management, office administration, or related professional field
ability to work independently and with responsibility for initiating and completing tasks
proficient in Adobe Acrobat and Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint
effective oral and written communication skills with a variety of professionals, administrators, and students
demonstrated ability to work effectively in a team and within other collaborative work situations

Job Duties

handle front office operations
determine scheduling priorities and maintain conference and testing room schedules and reservations
recruit, hire, schedule, and supervise student assistants to support front office operations, including processing copy requests, maintaining and troubleshooting copiers, sorting and distributing incoming mail and email, responding to inquiries from students and faculty via email, phone, and in person, ensuring appropriate use and security of keys, assisting with supply distribution and equipment checkout, supporting department events as needed
purchase and track department supplies
review P-Card transactions for compliance with university policies
maintain vendor relationships and coordinate copier lease agreements
plan, lead, and implement a wide range of department events, including outreach, donor, faculty, staff, and student events
lead events with a high level of independence using professional event management and communication practices
ensure compliance with University of Colorado policies related to events, including parking, safety, catering, facilities and grounds, and alcohol use
handle event budgets independently, including vendor sourcing, cost comparison, invoice processing, and adherence to financial guidelines
purchase and track event materials and develop and maintain vendor relationships
recruit, train, and supervise volunteers and student workers for event tasks
conduct post event debriefs to assess outcomes and recommend improvements
develop and handle event communications to improve attendance
manage guest lists, invitations, and attendance tracking
coordinate major department events such as the spring commencement ceremony and Ekstrand Mini Convention
coordinate graduate recruitment visits and orientation
plan and complete the annual fall welcome event
lead or co-manage year-round events such as faculty and staff meetings, training sessions, colloquia, symposiums, faculty recruitment events and job talks, recognition events, and retirement or appreciation events
take initiative on assigned tasks and projects from the chair or supervisor
analyze current operational processes to identify areas for improvement and recommend modifications
work closely with department personnel to clarify objectives, set goals, and develop strategies
collaborate with other department staff and faculty leadership in supporting undergraduate education and scheduling