Continuing Education Event Coordinator

Colorado State University
Fort Collins, Colorado
09 Jul 2018
End of advertisement period
06 Aug 2018
Academic Discipline
Social Sciences, Education
Contract Type
Full Time

Description of Work Unit

The Translational Medicine Institute (TMI) is operated under the Department of Clinical Science (College of Veterinary Medicine and Biomedical Sciences) at Colorado State University (CSU). The Institute provides a safe, secure, state of the art facility for university investigators, government scientists and industry representatives to collaboratively research translational medicine with a primary focus on biologics such as stem cells, and innovative medical device research and commercialization aligned to the institute’s mission and vision. The TMI program is a new program that will be housed in a 130,000 square foot building (“C Wayne McIlwraith Translational Medicine Institute”), which should be completed December 2018.

This facility will have extensive capabilities to engage in experimental surgical procedures, minimally invasive surgical teaching hands on learning, didactic lectures up to 300 people, as well as complete wet laboratory facilities including cGMP space, food service, and administrative space for entrepreneurial development.

TMI Vision – Innovate medical discovery paradigms and solutions leveraging nature’s healing capacity Our Mission – Create novel biologic therapies and learning opportunities uniquely focused on improving the lives of both animals and humans by fostering diverse collaborations of leading scientific minds in a state of the art facility that encourages entrepreneurial models that optimize innovation timelines.

Position Summary

To provide coordination and management for all educational based event program initiatives. To work directly with the Associate and Assistant Director of Education in the planning, coordination, budgeting and management of all continuing education activities.

Required Job Qualifications

  • BA, BS or similar degree
  • 3+ years experience in business, marketing or sales
  • Working knowledge of medicine, medical devises and/or medical education
  • Knowledge of social media platforms (Facebook, Twitter, LinkedIn)
  • Demonstrated proficiency in Microsoft Office Suite and Outlook
  • Proficient or higher skill set in general finance functions
  • Excellent interpersonal skills/experience working with teams and handling difficult people
  • Willingness/ability to speak in front of a crowd
  • Demonstrated ability to attention to detail

Preferred Job Qualifications

  • Experience in Higher Education setting

Diversity Statement

  • Personal or professional commitment to diversity as demonstrated by persistent effort, active planning, allocation of resources and/or accountability for diversity outcomes.

Essential Duties

Job Duty Category Course Coordination Duty/Responsibility

  • Facilitate the development, scheduling, planning and post-evaluation for all continuing education events.
    • Work with TMI Operations Manager with event scheduling and room availability.
    • Create a SOP for course development to guide course preparation.
    • Manage course schedules and calendar
    • Schedule pre-brief and debrief meeting with TMI Operations Manager to assure quality control
  • Manage course participants:
    • Serve as primary course attendee contact person to answer any specific questions referable to registration and following the registration process
    • Supervise and coordinate concierge experience in travel, hotel, meals and specific individual needs of attendees
  • Manage course instructors:
    • Contracts, travel, accommodations, honoraria, other reimbursements and course material
      Send confirmation and reminders to instructors ** Arrange hospitality, catering and meals for courses and other training events
  • Prepare all course and laboratory teaching packets/materials and certificates
  • Maintain RACE and other CE certifications
  • Assist in advertising (work with advertising partners) in web site updates, brochures, email data-base and innovative advertising.
  • Train and supervisor possible work study, student employees or volunteer employees
  • Train and supervise hourly concierge employees
  • Create a post-event survey system to gather feedback. Compile and summarize course evaluations for future course improvement and development.
  • Apply emerging electronic communication tools both internally and externally
  • Provide TMI tours and information about TMI-Education.
  • Build relationships with key stakeholders; course attendees, instructors, vendors attending continuing education workshop
  • Serve as the primary contact to CSU Online, VetFolio or other media and meeting management service providers. Provide them with new content/feedback periodically and help facilitate social media networking
  • Maintain a proprietary database of participants for future contact.
  • Work with industry vendors and facilitate a positive experience for them
  • Hosting courses when Associate or Assistant director is gone or unable to do so.

Percentage Of Time


Essential Duties

Job Duty Category Financial Management Duty/Responsibility

  • Prepare/advise/coordinate with faculty in developing budgets for courses and events
  • Work with accounting team and Assistant Director to manage and track program expenditures, revenue, donations and manage invoices, POs, and budget reports for all events.
  • Generate a financial course summary following completion of each course in a timely manner.
  • Manage procurement of program supplies needed for courses and events
  • Secure necessary PO’s (contracts and budgets) and process orders, paying vendors and instructors
  • Management of online registration including coordinating solutions to any problems/issues that arise

Percentage Of Time


Application Details

Special Instructions to Applicants

Interested applicants must submit a cover letter that addresses the minimum and preferred qualifications, a curriculum vitae or resume, and the names of three references along with their contact information. References will not be contacted without prior notification of candidates. Applications must be received by 11:59 pm (MT) July 30, 2018 to receive full consideration.

Conditions of Employment

Pre-employment Criminal Background Check (required for new hires)

Search Contact

Cheryl Webb,

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement

Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.