Libraries Events Coordinator and Receptionist

Job Summary

The University Libraries is looking for a dynamic Events Coordinator and Receptionist to join our team! The event coordinator for the libraries is at the heart of our vibrant academic community, they interact with a wide range of staff, faculty, students, alumni, and community members. They help to establish a team environment in the Administration office and in the libraries by creating memorable events, fostering a vibrant community, and collaboration. This role provides event coordination, financial budget support and is a liaison for the Dean's office with staff and other offices within the libraries, on campus and within the community.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

Mission

We are a knowledge catalyst. We fuel inquiry, discovery, collaboration, creation, and the dissemination of knowledge. We welcome everyone, wherever they are on their educational journey.

Vision

An information-empowered world.

Values

Empower | Connect | Learn | Inspire

Our values define our interactions within the Libraries and radiate outwardly. This means that we develop a culture that compassionately and authentically embodies our values in all aspects of our work.

Diversity Statement

We affirm diversity and inclusive excellence to be vitally integral to the Libraries’ mission and vision. We strive to model this in recruitment and retention, building collections, and offering services and spaces to develop a receptive social, intellectual, and physical environment for all. Learn more about our dedication to diversity and inclusivity.

The University Libraries encourages applications from women, racial and ethnic minorities, individuals with disabilities, and veterans. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. As you review the qualifications, please think about how your qualifications are transferable if (at first) they do not seem directly related. Share how your skills translate in your cover letter. We encourage you to apply, even if you don’t believe you meet every one of our preferred qualifications described.

What Your Key Responsibilities Will Be

Events Coordinator

• Coordinates all logistical aspects of the Libraries events throughout the year, including scheduling, arranging for catering, room reservations, and supervising related mailings. Events may be in-person, virtual or hybrid. Events may be internal to the Libraries, involve advancement components, and or target campus constituents as a form of outreach. This position is the point person for catering in Norlin Library. Determines, writes, communicates, and implements Libraries policies and procedures for event support. Serves as the main point of contact for event organizers/library leads/outreach coordinators to understand event needs and confirms all needs are met for each event. Contribution will play a crucial role in enhancing our library’s impact and creating a welcoming environment for everyone we serve. This role may include occasional nights or weekends. Events include, but are not limited to, staff professional development workshops, new faculty lunch, new and promoted employee recognition ceremony, annual winter party, student appreciation lunch, and Libraries In-service Day.

Receptionist and Back-up to Administrative Assistant to the Deans

• This position serves as a receptionist in the Administration office suite. Greets and direct visitors at the receptionist desk as scheduled. Handles a wide variety of queries from a variety of constituents and must direct to appropriate locations using a detailed knowledge of the building and organization. Acts as a back-up for all functions of the Deans’ Assistants. This position assists with scheduling, as well as annotating, analyzing, and editing meeting summaries and reports. Acts as back up for Centrally Managed Room Scheduler, in coordination with appropriate individuals, supports the reservation of all centrally managed spaces in the Libraries and serves as secondary contact for these spaces.

Professional Development

• Professional development includes continuing education, participation in professional organizations, enrollment in training programs, research, etc. Professional development activities may be geared toward new responsibilities or future career goals.

Special Projects

• Completes special projects as requested. Thinks critically about the goals of the project, proactively anticipates needs of the deans and completes the project accordingly. Miscellaneous, unexpected tasks frequently arise in the office. This position will need to determine how to handle such events.

What You Should Know

• The regular schedule is between 8:00am-5:00pm Monday through Friday. Schedule may adjust based on event support needs, including occasional evenings or weekends.

What We Can Offer

• The salary range for this position is $39,060 - $42,972.
• If you have prior state-classified experience in the same class series as this position, your pay may be set at a higher amount per the state Step Pay Program implemented on July 1, 2024.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be ambitious. Be pioneering. Be Boulder.

What We Require

• Must be a Colorado Resident.
• Two years of experience in an occupational field related to the work assigned to the position.
• Appropriate education will substitute for the required experience on a year-for-year basis.

What You Will Need

• Eager Learner: Open to learning new skills and processes, and enthusiastic about professional development.
• Problem-Solving: Use your active problem-solving skills to address and resolve challenges, ensuring a seamless experience for all involved.
• Team Collaboration: Fostering a positive team environment and forming relationships with colleagues and community members.
• Effective Communicator: Skilled in engaging with people from various backgrounds and ensuring clear, friendly verbal and written communication.
• Organized and Proactive: Able to manage multiple tasks with a proactive demeanor, chipping in to a dynamic and supportive office atmosphere.
• Inclusion: Ability to advocate for a culture of diversity, inclusion, and respect.

What We Would Like You to Have

• Proven Experience in Event Planning: Experience planning and performing various types of events.
• Budget Management: Experience in creating and managing event budgets, including cost estimation and expense tracking.
• Logistics Coordination: Experience in coordinating logistics such as venue selection, transportation, and on-site management.
• Marketing and Promotion: Experience with event marketing strategies, social media promotion, and audience engagement.
• Catering Coordination: Experience working with catering services and managing food and beverage logistics.

Special Instructions

To apply, please submit the following materials:

1. A current resume that includes date ranges for each position held and whether the position was full-time or part-time.
2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
3. DD-214 for veteran applicants.
   • Qualified veterans are eligible for veteran’s preference points within the State classified system. If you are a veteran and would like to have your DD214 evaluated to determine your eligibility for preference points, please attach a copy of your DD214 to this posting. If you do not wish to upload a DD214, please email a copy to recruiting@colorado.edu and reference the job to which you are applying
4. If using the educational substitution for experience: proof of degree or transcripts.

We may request references at a later time.

Please apply by September 15th, 2024 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.

Select here for additional information regarding Classified Staff positions: https://www.colorado.edu/jobs/special-instructions-classified-staff-applicants

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu