CBH Event Coordinator

University of Colorado Anschutz Medical Campus

Department:
Center for Bioethics and Humanities

Job Title: CBH Event Coordinator

Position #:  - Requisition #: 40034

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 in 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.).

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.

Event Planning, Logistics, and Support [55%]

• Speakers:
  Reach out to speakers with formal invitations, confirm participation and negotiate terms (fees, travel arrangements); serve as a consistent and reliable contact.
• Event Details:
  Coordinate all logistical elements for in‑person, hybrid, and virtual events (room reservations, AV services, seating, catering, and facilities support); ensure events 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 promotional materials (flyers, social media posts, emails); determine additional strategies as needed; 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.
• Schedule:
  
  Prepare detailed run‑of‑show; review with involved parties; conduct run‑throughs if needed.
• Recording:
  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, 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 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.
• Maintain organized digital records of events, finances, and other related materials, including a yearly report of CBH events for inclusion in our Annual Report.

The first six months will be largely on campus; afterward, this role is eligible for a hybrid schedule of up to 2 days per week remote, with in‑person presence required for live events and meetings. Occasional off‑hours events are required.

Medical:
Multiple plan options

Dental:
Multiple plan options

Additional Insurance:
Disability, Life, Vision

Retirement 401(a)…