Board Engagement & Events Coordinator

Full Job Description

To apply, please go to: https://cu.taleo.net/careersection/2/jobdetail.ftl?job=39373

Join Our Team and Make a Difference in Higher Education!

At the System Administration office at the University of Colorado, we are dedicated to building a workplace where everyone feels valued, supported, and empowered to thrive.

Our office is committed to fostering a culture where employees find community, a sense of belonging, and the opportunity to contribute meaningfully to our mission and purpose.

By joining our team, you’ll have a direct impact on shaping the future of higher education.

In addition to the Office of the Board of Regents, the University of Colorado’s system administration includes 19 units that provide essential services to CU’s campuses in Aurora, Boulder, Colorado Springs, and Denver, as well as the Office of the President.

While not a part of any one campus, we are proud to serve in the centralized office for the University system.

Together, we ensure CU continues to deliver outstanding education, groundbreaking research, and valuable service to our communities.

We believe in creating an environment where the unique experiences and perspectives of everyone are embraced, enriching the work we do and the strategic outcomes we pursue.

If you’re passionate about making a difference, contributing to a dynamic team, and supporting a mission that matters, we encourage you to apply and be part of our journey.

Learn more about CU System Administration.

Position Summary:

The Office of the Board of Regents provides support to the Regents, which consists of nine members serving staggered six-year terms, one elected from each of Colorado's eight congressional districts and two from the state at-large. The board is charged constitutionally with the general supervision of the university and the exclusive control and direction of all funds of and appropriations to the university, unless otherwise provided by law. The Board Engagement and Events Coordinator serves as the primary coordinator for the two-person staffing team for athletic, commencement, and other high-profile events, while managing the Regent calendar and comprehensive event logistics. This role serves as the technical lead for honoraria and financial gift disclosure management, manages the end-to-end Regent travel lifecycle to ensure a high-level executive experience, and attends all regular board meetings and retreats to provide on-site support. This position reports to the head of the Office of the Board of Regents and is exempt from the Colorado State Classification system.

Where You Will Work:

This role is eligible for a hybrid schedule, working 4 days a week in the office and one day from home. There is also occasional travel to board meetings, events, athletic events, and retreats. Most travel is within Colorado.

Requirements

Duties and Responsibilities:

Logistics & Communications Management

Regent Travel Lifecycle Management: Leads comprehensive travel experience for regents from start to finish, serving as the primary point of contact for traveler needs and ensuring a seamless, high-touch executive experience.

Works in close weekly coordination with the Business Operations and Travel Coordinator to ensure travel requirements are fulfilled within university policy.

Physical Mail Handling: Collects and distributes all physical regent mail sent to the office to ensure timely processing of invitations and correspondence.

Communication Management: Assists with management of regents’ central email (CUBoardOfRegents@cu.edu); coordinates responses with the Office of the President.

Calendar Management: Manages the Regent calendar account; sends Outlook invitations including special parking and program details.

Special Event Logistics Communications: Leads the creation and distribution of extensive logistics communications and emails to regents prior to athletic events and other special events on campus.

Athletics & Commencement Coordination

• Athletic Event Ticketing Management: Serves as the primary point of contact for athletic event ticketing for regents and works collaboratively with the President’s Office; facilitates the receipt, management, and distribution of tickets and related materials.
• Athletic Attendance Tracking: Manages the tracking of regent attendance and logistics information for all university athletic events to maintain accurate historical and logistical records for the department.
• Commencement Logistics: Manage calendaring for commencement; acts as point of contact for campuses regarding program information/scripts; orders, transports, and maintains Regent regalia.

Regent Relations & Disclosure Compliance

Constituent Relations at Events: Assists in supporting regents in developing relations with constituents during campus and system events, including arranging introductions, helping prepare them for interactions, and providing guidance in complex social situations on as needed basis or upon request from a regent.

Works in coordination with the Office of the President when applicable.

Institutional Collaboration: Serves as a liaison among the Board of Regents, the various departments within the Office of the President, and campus leadership; fosters proactive collaboration to ensure effective, cohesive working relationships.

Maintain Contact Lists: Routinely maintains and distributes updated Regent public and private contact lists as needed.

New Regent Orientation Logistics: Provides logistical support and coordination for the biennial New Regent Orientation, including booking physical and virtual meeting spaces and supporting the orientation lead (Board Administration Manager) as needed.

Honoraria and Gift Disclosure Management: Serves as the primary office lead for the tracking, compilation, and submittal of Regents' quarterly financial disclosures; tracks and logs all honoraria and gifts and ensures reports are submitted via the Secretary of State’s TRACER system for final executive approval by the head of the Office of the Board of Regents.

Staffing & Meeting Support

• Meeting & Retreat Attendance: Attends all regular board meetings and board retreats to provide on-site logistics, constituent engagement support, and assistance to regents as needed.
• Event Support: Supports regents at events including solving unforeseen problems; manages attendance at campus and system events, including athletic events, conferences, and special events.
• High-Profile Event Staffing (Dual Support): Serves as the second of two staff members required for high-profile event staffing on weekends and after work hours as needed, including campus commencement ceremonies, football games, and other Regent events.
• Other Duties: Performs other duties as assigned to support the Office of the Board of Regents

Qualifications

Minimum Qualifications:

• Bachelor’s degree from an accredited institution of higher education, or equivalent professional experience (professional experience may be substituted for the educational requirement on a year-for-year basis).
• Three (3) years of experience providing high level operational support including:
  • Supporting an organization’s governing body or leadership team
  • Organizing complex events and event logistics
  • Working with a travel or budget tool
  • Collaborating with a broad and diverse body of constituencies.
• Local and regional travel around the Denver area, including to CU campuses. Travel is required on an “as needed” basis.
• Position may be required to work after hours and/or on-call, as needed.

Preferred Qualifications:

• Bachelor’s or post-baccalaureate degree from an accredited institution of higher education in a related field.
• Five (5) years of experience providing high level operational support, as indicated above.
• Experience working in higher education administration, specifically with or at the University of Colorado.
• Experience working with senior administration and/or board or elected officials, particularly in the areas of technology and event planning.
• Project Management experience.

Knowledge, Skills, and Abilities:

• Ability to work with a high degree of independence and strong analytical skills to deal with highly complex and confidential information.
• Strong decision-making skills.
• Strong organizational skills.
• Knowledge of the business, organizational structure, and functions of CU and the Board of Regents.
• Excellent oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly.
• Strong organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate and facilitate meetings, and make decisions.
• Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and learn and experiment with new software and systems.
• Interpersonal skills, including the ability to facilitate interaction, communication, and teamwork between others.
• Customer service skills, including the ability to actively listen, address customer needs, defuse tense situations, and maintain an open, flexible, and friendly demeanor.
• Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness.
• Ability to prioritize work, meet deadlines, and stay on task when completing special projects and daily assignments.
• Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results.
• Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed.
• Ability to self-start and take initiative in completing daily tasks and special projects.
• Ability to focus on activities that have the greatest impact on meeting work commitments.
• Ability to establish and maintain partnerships with a variety of internal and external constituencies.
• Ability to communicate and work effectively with individuals from diverse backgrounds, cultures, and ages.
• Proofreading, grammar, punctuation, and formatting skills, including the ability maintain consistency and be cognizant of and address details.
• Ability to organize, plan, and execute logistics tied to meeting and/or event planning.
• Ability to handle and maintain sensitive and confidential material.
• Ability to navigate a complex political environment.

Additional Information

How to Apply:

For full consideration, please attach the following as separate documents to your application at https://cu.taleo.net/careersection/2/jobdetail.ftl?job=39373:

1. A cover letter identifying the job specific minimum qualifications you possess
2. A resume including any and all relevant experience to be accurately assessed against the qualifications listed in the posting.

Benefits:

With our unparalleled range of benefits, including top-notch healthcare, comprehensive wellness programs, enriching professional development, and a dynamic work-life balance, we ensure your holistic growth and happiness.

• No-cost or low-cost medical & dental plan options, some inclusive of IVF assistance.
• Disability, Life, Vision Insurance options.
• Multiple retirement planning options including a mandatory 401(a) plan where CU contributes 10% of your gross pay, a 401k or 403b plan and a 457 deferred compensation plan.
• Pre-tax savings plans, such as Health care and Dependent care flexible spending accounts.
• Embrace a healthy work-life balance with ample sick and vacation leave, along with at least 12 paid holidays. This includes a dedicated week off for winter break.
• 6 weeks of parental leave to adjust to the joys of parenthood.
• A tuition benefit program for you and/or your dependents.
• Free RTD EcoPass and Free Onsite Parking at our 1800 Grant Street Office.
• Many additional perks & programs with the CU Advantage.

Additional taxable fringe benefits may be available.

For more information on benefits programs, please review our Comprehensive Benefits Guide.

Access our Total Compensation Calculator to see what your total rewards could be at CU. (This position is a University Staff position)