Ent Center Event Coordinator

Ent Center for the Arts Event Coordinator

Ent Center For The Arts

Elevate Your Career at UCCS: Innovate, Inspire, and Impact in the Rockies!

Who We Are

The University of Colorado Colorado Springs (UCCS) is a premier educational institution that prides itself on academic excellence, research, and community engagement and is actively seeking an Events Center for Arts Event Coordinator to join our team! UCCS offers a diverse and inclusive learning environment that fosters innovation, growth, and the holistic development of its students. The work location for this position is on-site. This position is Exempt from the Fair Labor Standards Act (FLSA) overtime provisions.

At the base of the Rocky Mountains, Colorado Springs is captivated by its stunning landscapes, making it a paradise for nature lovers. This city is more than its scenery—a mosaic of history, arts, and a vibrant tech scene. We invite you to join a community that cherishes outdoor adventure as much as forward-thinking growth, an exceptional setting for both career and lifestyle.

Salary/Pay Range: $ 41,347.00 - $53,351.00 annually. Compensation will be commensurate upon experience and qualifications.

Benefits at a Glance

At UCCS, our employees are our most valued asset. We're proud to offer:

• Generous Time Off: Enjoy 22 vacation days, 10 sick days, paid parental leave, 13 recognized holidays, and provisions for bereavement, jury duty, and FAMLI Leave.
• Robust Health Coverage: Our comprehensive medical plans cover preventative care at no cost, including a yearly mental health visit. Plus, benefit from affordable dental, vision plans, and competitive prescription drug prices.
• Financial & Retirement Benefits: Take advantage of our health savings, flexible spending accounts, and life and disability insurance. Plan for your future with our retirement options.
• Further Your Education: Avail nine waived credits per academic year for courses at any CU campus. We invest in your educational and professional growth.
• Wellness & More: From wellness programs aimed at achieving your best self to various additional benefits through CU Advantage, we prioritize well-being and holistic development.
• Want to know your total compensation? Use our calculator to get the complete picture!

Summary

The Event Coordinator plays a vital role in supporting the Ent Center for the Arts by managing event logistics and space scheduling for both internal campus groups and external clients. This position oversees the operation of the rental program including event planning, contract creation, and coordination of facility use through specialized software. Serving as a key campus liaison, the coordinator ensures seamless communication across departments and with rental clients to deliver successful events ranging from academic functions to public performances. Additional responsibilities include advising on event policies, pricing, and equipment usage, as well as managing billing for Ent Center events.

Essential Functions

The duties and responsibilities of the position include, but are not limited to:

Event Planning & Client Coordination (40%)

• Serve as the primary point of contact for clients throughout the event planning process and on the day of the event.
• Build and maintain relationships with external rental clients to understand event needs, provide facility tours, and generate repeat business.
• Assess client requirements and recommend appropriate use of Ent Center facilities and resources.
• Develop event quotes, negotiate pricing, and create facility use contracts in alignment with university policies.
• Coordinate all event logistics including parking, IT support, security, audiovisual needs, custodial services, external rentals, staffing, and space layout.

Event Execution & Onsite Support (25%)

• Manage Banquet Event Orders (BEOs) and ensure accurate execution of event details.Coordinate and supervise onsite event support, including room setup inspections, catering deliveries, and audiovisual arrangements.
• Perform light event setup tasks as needed, including lifting, moving, and positioning tables, chairs, and other light to medium-weight equipment to ensure readiness and alignment with client expectations.
• Enforce university and state policies related to food and alcohol service during events.
• Liaise with third-party vendors to fulfill equipment, furniture, and service needs.

Scheduling & Data Management (20%)

• Enter and maintain event and course scheduling data in the Event Management Software (KxConferencing and Propared).
• Ensure accuracy and timeliness of scheduling information for both internal and external stakeholders.
• Monitor space availability and assist with resolving scheduling conflicts.

Administrative & Other Duties (10%)

• Manage final billing and invoicing for assigned events.
• Perform additional duties as assigned to support departmental, divisional, and campus- wide goals.

Staff Supervision & Training (5%)

• Train and support student scheduling assistant, providing ongoing development and performance feedback.
• Ensure high-quality service delivery by student staff for all assigned events. 

Tentative Search Timeline

• Priority will be given to applications submitted by: October 7, 2025
• Potential interview dates: October 8 - October 10, 2025.
• Potential start date: October 13, 2025.

All employees of the University of Colorado Colorado Springs (UCCS) are required to complete training on policies and procedures administered by the Office of Institutional Equity (OIE), under the supervision of the Associate Vice Chancellor of Institutional Equity/Title IX Coordinator. Required training includes: understanding and reporting conduct prohibited by the sexual misconduct, protected class nondiscrimination, and conflicts of interest in cases of amorous relationships policies, related retaliation, and compliance with accommodations regarding disability, pregnancy or related conditions, and religion. All employees are also designated as “responsible employees” and are required to report conduct prohibited under these policies, and student disclosures of pregnancy or related conditions directly to the OIE and to provide OIE’s contact information to any student disclosing pregnancy or related conditions. More information is available at: Policies and Resolution Procedures | Office of Institutional Equity (uccs.edu). 
 

Note: This job description outlines this role's general responsibilities, qualifications, and physical requirements at UCCS. It is not an exhaustive list of all required duties, responsibilities, and qualifications. The university reserves the right to modify, add, or remove duties and responsibilities as needed to meet the university's needs.

• A bachelor’s degree is required.  A degree in hospitality, event management, performing arts, business administration, or a related field is preferred (Substitution: Year-for-year professional experience in event coordination or a related field will be considered as a substitution for the degree.)
• To be considered you must have demonstrated experience coordinating event logistics, including space setup, vendor communication, and day-of execution, in a professional or academic setting.
• The ideal candidate will bring proven ability to develop and manage event contracts, including pricing proposals and final billing.
• Experience using event scheduling software or similar platforms to manage space reservations, input data, and resolve scheduling conflicts is highly desired.
• The ideal candidate will have prior experience supporting or training student employees or peers in a customer service or administrative environment. 

UCCS is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

In accordance with the Equal Pay for Equal Work Act, UCCS does not discriminate based on sex in our employment or compensation practices.