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This position works with the Center for Advanced Visualization and Experiential Analysis (CAVEA) Director to support the cross-disciplinary, collaborative work program of the Center. The Office and Events Coordinator works to support the CAVEA Director in the execution of events and office duties. Responsibilities and day to day operations include but are not be limited to: scheduling facilities and meetings and coordinating activities with university faculty, staff, administrators, community users and consultants; supervising day to day operations of the CAVEA facilities and office; generating reports and other documentation; coordinating with the Director on purchases and the CAVEA budget; communicating with the Director on unexpected issues or circumstances; preparing outgoing correspondence; ordering and purchasing supplies and equipment for events and office; ensuring facilities are secure, properly maintained and supplied for projects; coordinating appropriate technology needs; performing and verifying appropriate room set-up, re-set and cleaning as needed by events and meetings; and ensuring the smooth functioning of the CAVEA by representing the tone, professionalism, teamwork and customer service standards reflecting values and program established by the Director.
The Center for Advanced Visualization and Experiential Analysis is a technology-enriched decision support and meeting facility available to university users as well as the general public.
OFFICE ADMINISTRATION AND COORDINATION: In consultation with the Director, responsible for daily operations of CAVEA including but not limited to:
• Documenting and maintaining office procedures and priorities
• Support and supervision of student hourly staff and interns, which may include:
• Preparing and posting job descriptions
• Processing student hiring in accordance with MSU Denver policies and procedures
• Establishing student schedules
• Recording student time sheets
• Assigning students to event tasks
• Organizing staff meetings
• Preparing correspondence and files
• Generating reports and other documentation for CAVEA activities
• Tracking expenses and revenues, processing payments and invoices, and advising the Director regarding the CAVEA budget
• Coordinating travel and corresponding forms for the Director and other employees
• Ensuring facilities are appropriately secure, properly maintained, and supplied and readied for projects
• Preparing promotional material for internal and external use
• Establishing and maintaining filing systems and office inventory
CAVEA EVENT COORDINATION: In consultation with the Director, and in some cases the CAVEA Technician/Analyst, be responsible for event coordination and client relations to ensure a positive user experience, including but not limited to:
• Serving as a primary contact for CAVEA
• Responding to client inquiries and room reservation requests
• Organizing meetings, events, open houses, demonstrations, classes, student presentations, etc.
• Scheduling staff, arranging for appropriate equipment, coordinating with caterers and other vendors and suppliers as needed for special events and meetings
• Performing facility set-up/break-down for events and meetings, with and without student assistance
• Maintaining and implementing current rental price structure
• Preparing client contracts and related documents and obtaining contract agreement and execution as directed
• Preparing invoices and deposits according to MSU Denver, City of Denver and State of Colorado requirements
EQUIPMENT AND FACILITIES SUPERVISION: In coordination with the Director, Information Technology Services, and the Office of Facilities Planning, ensure the proper functioning and responsiveness of CAVEA equipment and facilities, including:
• Purchasing equipment, software, supplies, storage space and other materials
• Proactively addressing emerging and unexpected issues with the facilities and/or equipment and implementing appropriate resolutions
• Scheduling and documenting routine maintenance of equipment and arranging for repair when needed
• Maintaining and managing accurate inventory of equipment, supplies and software
• Serving as a primary contact with service providers
GRANTS AND CONTRACTS COORDINATION: Assist the Director and CAVEA Technician/Analyst with grant/contract coordination, including:
• Assisting with grant/contract applications
• Monitoring grant budgets and deliverables and submitting invoices and reports as needed
• Ensuring capabilities are in place to meet grant/contract expectations
• Coordinating meetings, as needed, with key grant/contract contacts
Other related duties as assigned.
- Bachelors degree or equivalent education and experience (one year of education is equal two years of experience.)
- Minimum of two years experience in office assistance, program coordination and/or special events production
- Experience with Microsoft Office Suite (Word, Excel, Power Point and Outlook)
- Experience collaborating with others to create or deliver a program, event or service
- Experience in customer service or client service
- Must be able to lift up to 20 lbs overhead (job duty example: moving inventory on and off shelves in storage closet) and move up to 40 lbs horizontally across a floor (job duty example: moving tables to reset meeting room for an event)
- Experience providing supervision and performance management for staff
- This position will occasionally be asked to adjust their schedule to come in earlier, work later or work on weekends. As a result applicants must have the ability to work evenings, early mornings and weekend hours, as needed by the CAVEA events schedule.
Four or more years of work experience including special events or conference production experience.
Experience working project-driven schedules.
Knowledge of the Banner Financial module or similar software.
Previous experience arranging travel for personnel.
Experience or ability to make purchases in compliance with institution, federal and state purchasing rules and regulations.
Experience or knowledge or ability to implement program activities in compliance with grants and contracts.
IMPORTANT: In order to be considered as an applicant you must apply via the online application system, www.msudenverjobs.com.
References refers to a list of three professional references and their contact information.
Please include a writing sample in the form of a narrative summary of a meeting or special event, no longer than 2 pages.
Official transcripts will be required of the candidate selected for hire.
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