CBH Event Coordinator

CBH Event Coordinator - 40034

University Staff

Description University of Colorado Anschutz Medical Campus Department: Center for Bioethics and Humanities Job Title: CBH Event Coordinator Position #: 00848898 – Requisition #: 40034 Job Summary: 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. Key Responsibilities: Planning Committee Management [15%] 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 Tracking program expenditures (speaker fees, food, honoraria, etc.) Event Planning, Logistics, and Support [55%] Speakers : Reach out to speakers with formal invitations, providing details about the event, confirm participation and negotiate terms (e.g., fees, travel arrangements); serve as a consistent and reliable contact for speakers Event Details : 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 Tracking : Enter and maintain event information in CBH event planning dashboards and on the Center calendar, ensuring details are complete and up to date Registration : 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 Event Promotion : 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 Event Execution [15%] Setup/Breakdown : 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. Schedule : Prepare detailed run of show; review with involved parties and distribute as appropriate; do run throughs if needed. Event recording (as needed): obtain and document speaker recording consent; post photo and video release signs for live and hybrid programs/events; ensure recording is initiated AV/Technical : Operate Zoom webinars and meetings for hybrid and virtual events, including panelist coordination, recording, assist with Q&A/chat management, and basic troubleshooting Accessibility : 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 Post-Event Management [15%] Post event communication : 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. Work Location: The first six months will be largely on campus as you get acquainted to the role. After that, this role is eligible for a hybrid schedule of up to 2 days per week remote (as aligned with campus policy), with in-person presence required for live events and meetings. Occasional off-hours events are required. Why Join Us: Welcome to a place that seeks to center humanity in healthcare. The Center for Bioethics and Humanities hosts world-class programs that foster values, imagination and vibrant community. Our mission is to advance health sciences through the integration of ethics, humanities, and the arts in education, clinical practice, and research. Why work for the University? We have AMAZING benefits and offer exceptional amounts of holiday, vacation and sick leave! The University of Colorado offers an excellent benefits package including: Medical: Multiple plan options Dental: Multiple plan options Additional Insurance: Disability, Life, Vision Retirement 401(a) Plan: Employer contributes 10% of your gross pay Paid Time Off: Accruals over the year Vacation Days: 22/year (maximum accrual 352 hours) Sick Days: 15/year (unlimited maximum accrual) Holiday Days: 15/year Tuition Benefit: Employees have access to this benefit on all CU campuses ECO Pass: Reduced rate RTD Bus and light rail service There are many additional perks & programs with the CU Advantage . Qualifications: Minimum Qualifications: 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. Preferred Qualifications: 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. Knowledge, Skills and Abilities: 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. Conditions of Empl