Event Services Coordinator

University of Colorado•Aurora, CO

1d•Onsite

About The Position

The CU Anschutz Event Services Program is a resource to the campus community to navigate the complexities of planning events on campus. Event Services provides centralized event planning guidance, manages major campus venue scheduling, coordinates external rentals, liaises with event support service partners, and supports high profile institutional events. The Event Services Coordinator is essential in supporting and facilitating events at CU Anschutz. This role will assume operational, administrative, and onsite support responsibilities, including regular evening and Saturday coverage to support large venue events taking place after business hours. This Event Services Coordinator position will serve as a resource for employees and students on campus who need guidance for reserving, planning, and executing their events. The coordinator will primarily focus on operational, logistical, and on‑site support, including requesting and reviewing event intake forms, processing reservation requests in the EMS scheduling system, and responding promptly and professionally to customer inquiries. The coordinator will educate planners on campus policies and procedures that pertain to events, is knowledgeable about all available event space, and is connected to event resources both on and off campus. As a key member of the University Events team, the Event Services Coordinator will be responsible for working with the Events Services Program Director to ensure safety high-quality event support to the campus.

Requirements

Four (4) years of relevant venue management, event support/planning or project coordination experience.
Applicants must meet minimum qualifications at the time of hire.
Outstanding customer service and time management skills.
Ability to multitask and maintain organization.
Proficient at problem-solving/troubleshooting with strong attention to detail.
Ability to work independently and be confident in decision-making.
Ability to communicate effectively, both in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Proficiency in basic computer applications (Microsoft Office suite including Word, Excel, PowerPoint, Teams), Microsoft Outlook e-mail.
Applicants must be legally authorized to work in the United States without requiring sponsorship.
We are unable to provide work visa sponsorship and employment authorization for this position now or in the future.

Nice To Haves

Bachelor’s degree in marketing, journalism, public relations, communications, business administration, business, event planning, hospitality/tourism or a directly related field from an accredited institution and 1 year of professional experience in full-cycle event planning, venue management, or project management.
Experience with EMS room scheduling software.
Experience with Localist calendar tool.
Experience working in collegiate conference services, event services, auxiliary services or student unions.
Certified Meeting Profession (CMP), Collegiate Conference and Events Professional (CCEP), or Destination Management Certified Professional (DMCP).

Responsibilities

Work a Tuesday–Saturday schedule to provide routine Saturday and after‑hours coverage for events in large venues.
Independently conduct on‑site checks for weekday and weekend events in major spaces and external rentals, serving as a visible point of contact for departments and partners.
Provide first‑line oversight for events with alcohol, including monitoring use of drink tickets and adherence to established protocols.
Monitor alcohol storage cabinets and send reminder emails for outstanding event‑with‑alcohol form submissions.
Assist at major campus events such as Block Party, Commencement, and Chancellor hosted events, supporting check-in, building access, and attendee greeting.
Review event reservation intake forms for accuracy and completeness, including websites, registration links, and marketing materials.
Execute pre‑event follow‑up workflows (confirm on‑site contacts, expected attendance, agendas) and coordinate with AV, Facilities, University Police, Housekeeping, and other stakeholders as needed.
Process EMS dashboard requests and coordinate with schedulers for large‑venue reservations.
Manage university calendar permissions and review submitted event images and content to ensure consistency and compliance.
Provide centralized event planning guidance to campus community on the best usage of campus facilities and resources and available related services based on event needs and requirements.
Instruct users on using the EMS scheduling platform and educate them about campus policies and available resources.
Maintain knowledge of campus venues and their features to make suggestions based on event requirements.
Understand available resources for users upon request.
Advise event planners on event design and requirements for compliance with university policies and procedures.
Perform general administrative duties (scanning, copying, printing, flyer review and removal of non‑compliant postings) to maintain event‑related communication standards across buildings.
Ensure compliance with university and procurement policies and procedures.
Provide redundancy within University Events to ensure continuity when the Program Director or Senior Director are unavailable.
Serve as a tertiary representative of University Events as part of the Emergency Response Team.
Support campus tours and Eisenhower Suite activities as needed.
Perform other duties as assigned.