Conference and Program Manager, CES

Engineering a world of possibilities

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

The Conference Manager will directly support Payne Institute events on campus. This role will serve as the primary backup for the Summer Conference Manager. This position reports to the Assistant Director of Conferences, within the division of Finance, Administration and Operations. The Event Manager will supervise student assistants and/or RA/GA hired for specific event support. For large‑scale conferences and symposia, the Event Manager may serve in either a lead or support position as assigned by the Assistant Director.

This is a full‑time, 12‑month professional exempt position. Work hours will include weekdays, as well as some evenings and weekends with opportunities to work remote.

• Collaborates with faculty and external clients on professional education proposals.
• Prepare and negotiate venues and purchases for the events, working with the Procurement Office as appropriate.
• Manage logistical arrangements for events including contracting for meeting rooms, audio/visual arrangements, food service, transportation, and printing.
• Prepare realistic and attainable event timelines and ensure clients are kept updated and on schedule.
• Collaborate with faculty and clients to identify outcomes on program development for continuing professional education.
• Supervise event logistics including on‑site event set‑up, event management, event breakdown and volunteer management. Provide assistance to exhibitors during all interaction with event venue operators. Manage the schedule and technical display changes needed throughout event.
• Ensure all aspects of the event venue are in optimal placement and condition for the participants experience.
• Validate attendance and create certificates of completion; maintain records of recipients of such certificates.
• Provide and supervise on‑site check in and on‑site registration services. Monitor venue throughout entire event. Act as concierge and be visible and approachable to answer attendee or presenter questions. Troubleshoot and resolve problems.
• Maintain an accurate database and review for international compliance.
• Monitor and correspond to general shared inbox emails.
• Conduct after‑event meetings with event organizer to solicit the organizer’s evaluation of the event and the support provided by CES. Prepare final report.

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

• Develop comprehensive timelines and marketing strategies (electronic, web, print, journal ads) for every client.
• Assist in developing and executing a publicity/marketing campaign in conjunction with Marketing and Communications.
• Oversee production of…