Conference and Program Manager, CES

Conference and Program Manager

The Conference and Program Manager serves as one of the principal interfaces with clients in the planning and execution of all events hosted by Conference and Event Services (CES). Events include short courses, conferences, symposia, seminars, workshops, or other similar endeavors. This role coordinates and manages, under minimal supervision, multiple pre- and post-event aspects such as gathering financial information for budget development and reporting, marketing, logistics, communication with attendees, and provides an on‑site leadership presence to ensure the event represents the quality of Colorado School of Mines (Mines).

The Conference Manager directly supports Payne Institute events on campus and serves as the primary backup for the Summer Conference Manager. This is a full‑time, 12‑month professional exempt position. Work hours include weekdays and some evenings and weekends; remote work may be possible.

• Collaborate with faculty and external clients on professional education proposals.
• Prepare and negotiate venues and purchases for events, working with the Procurement Office as appropriate.
• Manage logistical arrangements, including contracting for meeting rooms, audio/visual, food service, transportation, and printing.
• Prepare realistic event timelines and keep clients updated and on schedule.
• Identify outcomes on program development for continuing/professional education.
• Supervise event logistics, including on‑site set‑up, event management, breakdown, and volunteer management.
• Assist exhibitors during all interactions with venue operators.
• Manage schedule and technical display changes throughout the event.
• Ensure venue placement and condition are optimal for participant experience.
• Validate attendance, create certificates of completion, and maintain records of recipients.
• Supervise on‑site check‑in and registration services.
• Monitor the venue throughout the entire event.
• Act as concierge, visible and approachable to answer attendee or presenter questions.
• Troubleshoot and resolve problems.
• Maintain an accurate database and review for international compliance.
• Monitor and respond to general shared inbox emails.
• Conduct after‑event meetings with organizers to solicit evaluations and prepare final reports.

• Serve as technical expert for event system management programs.
• Train users and independently configure the online document management system to meet event requirements and monitor submissions.
• Export data to assist reviewers and organizers in assigning documents to specific sessions.
• Manage the online registration system and internal registration/financial system for registrations, modifications, data imports/transfers, and manual entry.
• Manage development and transmission of registration confirmations.
• Maintain awareness of payments by wire transfer and checks.
• Ensure accurate enrollment and tuition statistics.
• Interpret and explain registration policies and procedures to attendees, including cancellations, transfers, and substitutions.

• Develop comprehensive timelines and marketing strategies (electronic, web, print, journal ads) for each client.
• Assist in developing and executing publicity/marketing campaigns with Marketing and Communications.
• Oversee production of promotional materials, graphics, and signage.
• Develop, communicate, and enforce author and session chair guidelines, deadlines, and duties.

• Prepare, submit, and track Mines approval forms and ensure purchasing guidelines are followed.
• Create and maintain accurate financial records for attendees, vendors, and organizers.
• Pre‑approve expenditures to vendors, speakers, instructors, and students.
• Analyze and approve refunds or discounts.
• Assist with final financial reconciliations, ensuring income and liabilities are settled.
• Provide input on budget preparation, expense projection, and cost‑effective strategies.
• Interface between proposers and Vice Provosts to assess viability of new and continuous programs.

• Identify future training needs and create curricula for the CES event…