CBH Event Coordinator

University of Colorado•Aurora, CO

30d•Hybrid

About The Position

The Events Coordinator plays a central role in advancing the mission of the Center for Bioethics and Humanities by supporting the planning, execution, and evaluation of a wide range of academic and community-facing programs as planned by the Center’s four mission areas: Arts & Humanities in Healthcare, Clinical Ethics, Education and Research. This position provides end-to-end logistical coordination for in-person, hybrid, and virtual events, working closely with Center leadership, program leads, staff, and partners to ensure programs run smoothly and reflect the Center’s values of accessibility, professionalism, and thoughtful engagement. The ideal candidate is highly organized, collaborative, and comfortable managing logistics and working with other Center staff in complementary roles (finance, communication, administration, etc). This is an excellent opportunity for someone who enjoys being the behind-the-scenes force that brings complex programs to life and who values working in an intellectually engaged, interdisciplinary academic environment.

Requirements

Bachelor’s degree in marketing, journalism, public relations, communications, business administration, business, or a directly related field from an accredited institution
1 year of event coordination, program support, or administrative experience.
A combination of education and related technical/ military/ paraprofessional experience may be substituted for a bachelor’s degree on a year for year basis.
Applicants must meet minimum qualifications at the time of hire.

Nice To Haves

Experience with Qualtrics, Smartsheet, or comparable systems
Demonstrated experience with day-of event logistics management
Experience coordinating the planning of multiple concurrent events
Experience supporting student groups or community-based programs
Experience working in higher education, healthcare environments, or other organizations that conduct public-facing events.
Experience or comfort using various tech and software such as RSVP/registration systems, Zoom webinars, etc.
Familiarity with accessibility and ADA considerations in event settings
Comfort operating or learning light AV, such as operating projectors, microphones and lights during hybrid and live events (campus support available when needed)
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution and values being part of a supportive, collaborative team
Builds strong relationships and communicates comfortably with a wide range of people, including faculty, students, and community partners
Highly organized and detail-oriented, able to manage multiple projects, keep groups on track, and follow through on next steps to keep things moving forward
Stays calm under pressure and can think on their feet when things don’t go as planned
Communicates clearly and effectively, both in writing and in person
Comfortable learning new tools and systems as needed; familiarity with appropriate use of AI.
Outstanding customer service skills.

Responsibilities

Support planning committees for Center programs (including Student Group, Pharmacy Ethics, National Coalition for Ethics in Dentistry and Arts & Humanities programming) and events (gallery openings, CBH open houses, strategic planning retreats, etc) as the logistical and administrative point person
Track action items, take meeting minutes, and help keep planning committees aligned and on schedule
Track program expenditures (speaker fees, food, honoraria, etc.)
Coordinate all logistical elements for in-person, hybrid, and virtual events, including room reservations, AV services, seating, catering, and facilities support; ensure events will meet operational, technical, and accessibility requirements
Enter and maintain event information in CBH event planning dashboards and on the Center calendar, ensuring details are complete and up to date
Set up RSVP form (Qualtrics, Formstack or similar), including registrant information fields, zoom link(s), parking information, etc.; track RSVP numbers; send event reminders to registrants
Work with CBH communications team to draft appropriate promotional materials (ex: flyers, social media posts, emails), determine additional promotional strategies as needed for higher profile events (ex: promotional partners, press releases); coordinate promotion timelines; draft brief pre-event write-ups or promotional blurbs
Conduct event setup and breakdown, using campus services for assistance when appropriate; manage attendee flow (directional signs/wayfinding); work with campus AV to ensure speakers are mic-ed and equipment is functional.
Prepare detailed run of show; review with involved parties and distribute as appropriate; do run throughs if needed.
Obtain and document speaker recording consent; post photo and video release signs for live and hybrid programs/events; ensure recording is initiated
Operate Zoom webinars and meetings for hybrid and virtual events, including panelist coordination, recording, assist with Q&A/chat management, and basic troubleshooting
Support ADA compliance for events, including captioning, seating, and accommodation coordination
Respond to attendee inquiries and serve as a welcoming point of contact for Center events
Thank you to speakers and attendees, gather feedback through post-event surveys; share highlights or recordings as appropriate
Support implementation of Continuing Education for events as needed.
Implement strategies to assess event success to improve future events as needed.
Maintain organized digital records of events, finances, and other related materials as appropriate, including a yearly report of CBH events for inclusion in our Annual Report.