CASE Building & Event Coordinator

Job Summary

The Enrollment Management division at CU Boulder welcomes applications for the CASE Building & Event Coordinator position! This role supports the daily functioning of the CASE building (Center for Academic Success & Engagement) and contributes to a welcoming, organized, and guest centered environment for all visitors, including prospective students and families, school groups, campus partners, building tenants, and community members. This position manages front line communication through the CASE Services inbox, coordinates select space reservations, and provides operational support for evening and weekend events.

This role is 100% in person and not offered a hybrid option. The individual in this role will support Visitor Experience & CASE event communication and bookings and will be responsible for supervising set-up, tear-down, and the clean-up from large-scale events to small meetings events. This position collaboratively supports student staff training and two information desk operations in the CASE building. While not the primary supervisor of student employees, the coordinator serves as the Manager-On-Duty supporting student staff during evening or weekend hours. Due to the volume of requests and visitors within CASE and details surrounding events, the person in this role must be diligent, communicative, and able to manage multiple projects at once. A proven ability to connect with people and work both collaboratively and independently in a team-focused and client-focused environment is needed. As this position covers nontraditional hours, little to no supervision is provided when working evenings/weekends; this individual must be able to make critical decisions based upon previous trainings that are aligned with our mission and values. The person in this role will need to bring strong organizational skills, attention to detail, and a growth-minded, solution focused approach to daily operations.

What Your Key Responsibilities Will Be

CASE Building Coordination

• Serve as the primary manager of the CASE Services inbox, responding to inquiries with clarity, professionalism, and strong customer service.
• Provide timely and accurate information regarding building policies, event logistics, space availability, and visitor questions.
• Assist with CASE space reservations by reviewing requests, confirming details, and coordinating with the Assistant Director on approvals and availability.
• Coordinate communication with campus partners, responsible party, and CASE tenants to ensure alignment and clarity.
• Track patterns, common inquiries, and communication needs to support continuous improvement.
• Monitor daily space usage and support readiness for meetings, programs, and special events.
• Collaborate with facilities, custodial teams, and responsible parties to ensure rooms are clean, prepared, and restored after use.
• Work independently in CASE in the evenings and occasional weekends to support student staff, events, and facilities during events as the Manager on Duty.
• Partner with event leads, presenters, student ambassadors/assistants, and building partners to ensure smooth execution and guest satisfaction.
• Monitors use of CASE building for issues with capacity, appropriate use of space, adherence to the rules of use, and positive guest experience.
• Monitor non-academic use of classrooms for food, appropriate use, and student organization utilization.
• Troubleshoot challenges or last-minute adjustments with a calm, solution focused approach.
• Respond to health, safety, or security concerns within CASE in a safe and timely manner and make decisions on what may need to be escalated to facilities management or emergency services.
• Utilize CCURE to secure the building after events as needed.
• Partner with the Environmental Center and Property Services to sustainably manage lost and found inventory and furniture surplus removal.
• Knowledge of and ability to share CU Boulder and CASE policies and procedures.
• Ability and confidence to make quick decisions without being able to consult a Supervisor.

Event Coordination

• Ensure accurate documentation of reservation needs such as room setups, technology requirements, catering, accessibility considerations, and event guidelines.
• Ensure that all event booking documentation is stored in the department SharePoint (i.e. catering orders, Event Management Forms (EMF), contracts, reservation details, etc.)
• Serve as a liaison with the University Memorial Center (UMC) to assist with bookings/reservations for on-campus events; this includes submitting UMC room set-ups, catering orders, and verifying they are accurate.
• Manage bookings/reservations for all campus venues that are not centrally booked through the UMC.
• Assist event planners of prospective and admitted student events to ensure they have all needed spaces, across campus, for their on-campus events.
• Thorough and able to manage multiple tasks at one time, as the planning of multiple events will be happening simultaneously.

Front Desk and Building Operations Support

• Provide support to CASE Welcome Desk staff and student employees, including assisting with coverage, answering questions, and ensuring consistent service.
• Serve as a back-up during staffing shortages and support daily functions of campus visits including check-in processes, lobby management, and guest services.
• Help maintain building safety awareness, report facility concerns, and communicate updates to appropriate partners.

Additional Departmental Support & Other Duties as Assigned

• Assist with visit programs and events year-round.
• Support check-in, registration, and guest services at major on campus programs.
• Assist with event logistics including room reservations, setup details, and catering orders.
• Serve on committees or task forces that advance Visitor Experience and enrollment goals.
• Participate in workshops, conferences, and professional development opportunities to remain current on standard processes in visitor experience programming and building operations.
• Participate in the Admissions Recruitment Kick-Off and training opportunities to support Admissions.
• Support the Center for Academic Success & Engagement Building (CASE) and tour operations requiring occasional Saturday coverage and Counselor-on- Duty rotations.
• Other duties as assigned.