Outreach and Events Coordinator

Position Summary

The Outreach and Events Coordinator reports to the Assistant Director of Outreach, Admissions, and Communications, and works directly with the Chair of the Social Work department and other departmental leaders to coordinate social work focused student and community events. This position works with the Student Services Manager to coordinate administrative event support.

The Outreach and Events Coordinator oversees events management for the Social Work department. Events include, but are not limited to academic conferences and workshops, student orientation and outreach events, graduation and celebratory events, and career development events. The Outreach and Events Coordinator conducts their work with the participant in mind to maximize impact and resource efficiency.

The Outreach and Events Coordinator must be able to work with a variety of personalities to pull committees together and keep them organized and on track. This requires strong attention to detail and organizational skills; especially as multiple events are being managed simultaneously. The duties and responsibilities for this position include vendor and event space coordination, contract management, budgeting and expense tracking, communication and marketing planning, as well as day of event management and all that occurs in between. Some events require additional volunteers, offer sponsorships, and may be paid events.

The Social Work department strives to ensure our students and community members are activated, informed, and collaborative. The Outreach and Events Coordinator serves the department in our goals by managing events that are creative, engaging, and of high quality.

Responsibilities

Event Management and Coordination - 60%

• Assist lead department member and/or committee with concept design, planning, logistics and execution of in-person, online, and hybrid events.
• Coordinate event committee members, facilitate committee communication, take and distribute meeting notes, and provide timely follow up.
• Ensure events are designed for the participant and provides them with a smooth experience, and considers their participation method (online, in-person).
• Maintain a working knowledge of the complex needs of each event, and plan ahead for scenarios that could impact the event (i.e. weather, venue change, late caterers, tech issues).
• Serve as the main point of contact to manage events on the day of including organizing volunteers, set and break down of events, technology, and coordination of presenters and other participants.
• Liaise with keynote speakers and other conference and event presenters to gather their bios, presentation theme, title, and learning objectives, and photo.
• Develop a calendar of events including all dates and deadlines for the annual year.
• Use project management software to track event tasks, communications, and to-do lists.
• Collaborate with members of the Social Work Student Services team to plan graduation and student events.
• Create and maintain RSVP's for events using Qualtrics, Excel, and Outlook.
• Provide regular reports of RSVP's, registration fees, and sponsorships.

Marketing, Communications, and Sponsorships - 25%

• Devise and execute marketing strategies customized to the target audience, including print materials, social media, and written outreach.
• Create communication plans for each event that ensures participants have the information they need when they need it and can easily find resources.
• Create and refresh conference websites and improve useability of the sites.
• Coordinate with the Office of Field Education to ensure community partners are aware of events.
• Effectively promote calls for proposals to ensure conferences are robust.
• Work together with department leads to identify potential event sponsors and develop outreach plans for sponsorships.
• Work with other campus offices and the College of Health and Human Services to create event awareness and promotion.
• Provide expert level service to potential sponsors and ensure marketing obligations are upheld and meet the standard of the sponsor.

Vendor Management, Ordering, and Expenses - 15%

• Establish and maintain relationships with vendors and venues.
• Explore potential vendors for event space and catering to ensure we're using the best fit vendors.
• Initiate contact with vendors, understand pricing, and work with departmental leads to enter into contracts.
• Collaborate with the Associate Director of Operations and Finance in the Social Work department to ensure contracts are managed appropriately, and expenses are charged correctly.
• Develop a budget for each event and request additional funds as needed.
• Ensure committee or department lead is aware of the event budget and stays within budget.
• Work with appropriate MSU Denver offices to process registration payments.
• Determine estimated attendance based on previous events and experience and order materials and food, ensuring vendors are well-informed, on-time, and paid.
• Keep track of expenses and process them in Workday correctly and on time.
  

Job Knowledge, Skills, and Competencies

• Demonstrated organizational and time management abilities
• Strong writing skills
• Proven ability to communicate effectively with clients, customers, and vendors
• Skilled ability in problem identification and efficient, thorough resolution
• Ability to remain flexible in high pressure moments

Required Qualifications

• Bachelor's degree or equivalent years of experience in a similar role (note that two years of experience equals one year of higher education)
• Two years of direct experience in event planning, project management, scheduling, or similar experience
• Experience building spreadsheets and tracking spending and budgeting
• Basic understanding of multimedia and AV equipment and other event tech (apps, booth technology) used for events
• Experience using project management software such as Asana, Trello, Basecamp, or similar
• Experience creating communication plans across multiple channels such as social media, email, newsletter, or similar
• At least one year of experience using Canva, InDesign, or similar design tool to create promotional materials for digital or print purposes
• Entry level experience managing websites
  

Important Note: Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meet all required qualifications

Preferred Qualifications

• Direct experience in event or project management within a community based, higher education, health care, or nonprofit setting
• Direct experience creating and implementing marketing and communication strategies
• Bilingual in Spanish and English
• One year of experience in Wordpress or a similar web platform
• Proven ability to increase meaningful engagement over social media
• A strong interest in MSU Denver and the Department of Social Work's mission
  

We encourage you to apply even if you do not meet every preferred qualification. We are most interested in finding the candidate who will best contribute to our Department and the University.

Schedule Information

• Full-time, 40 hours per week
• Exempt
• Hours: Monday - Friday 8:00 am - 5:00 pm
• Evenings and Weekend Work: Occasionally as needed
• Schedule: Hybrid schedule requiring in person work with the flexibility of some remote work opportunities (subject to supervisor approval)
• Travel: Some travel may be necessary to community colleges and high schools that may be up to three hours away from the Auraria campus

Salary for Announcement

Under Colorado law, MSU Denver is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account a variety of factors including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The full salary range for this position is $41,200 - 61,800. The anticipated hiring range that the University reasonably expects to pay for this position is $52,000 - $58,000.

This position is paid monthly and is eligible for MSU Denver benefits.

How to Apply

Electronic submissions are required. Please apply by visiting https://msudenver.wd1.myworkdayjobs.com/MSUDenverand searching for JR103309.

Candidates must submit the following required documents:

• Resume
• Cover letter describing relevant job experiences as they relate to listed job qualifications and interest in the position

Official transcripts will be required of the candidate selected for hire.

Deadline

Applications accepted until position filled; priority given to applications received by Monday, December 23, 2024.

Open Until Filled

The University's benefits package is comprehensive and offers medical, vision and dental, free RTD pass, tuition reimbursement, as well as a life and supplemental insurance plans, retirement plans and other programs, such as accessto a long-term disability (LTD) plan.Visit MSU Denver'sbenefits websiteto learn more.

For a brief overview, please see: https://www.msudenver.edu/wp-content/uploads/2024/01/MSU-Benefit-Summary.pdf.

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at totalrewards@msudenver.edu.

Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 58% first generation students and over 50% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.

We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.