Outreach and Events Coordinator

About the position

The Outreach and Events Coordinator at Metropolitan State University of Denver is responsible for managing and coordinating events focused on social work for students and the community. This role involves working closely with departmental leaders to ensure events are well-planned, executed, and impactful, while also overseeing logistics, budgeting, and marketing efforts. The position requires strong organizational skills and the ability to collaborate with various stakeholders to create engaging and high-quality events.

Responsibilities

• 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 provide them with a smooth experience, considering their participation method (online, in-person).
• 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 RSVPs for events using Qualtrics, Excel, and Outlook.
• Provide regular reports of RSVPs, registration fees, and sponsorships.
• 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 usability 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.
• Provide expert level service to potential sponsors and ensure marketing obligations are upheld and meet the standard of the sponsor.
• 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.

Requirements

• 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.

Nice-to-haves

• 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.

Benefits

• Disability insurance
• Health insurance
• Dental insurance
• Tuition reimbursement
• Vision insurance
• Retirement plan