CBH Event Coordinator

CBH Event Coordinator - 40034  University Staff  Description   University of Colorado Anschutz Medical Campus Department: Center for Bioethics and Humanities Job Title: CBH Event Coordinator Position #: 00848898 – Requisition #: 40034 Job Summary: The Events Coordinator plays a central role in advancing the mission of the Center for Bioethics and Humanities by supporting the planning, execution, and evaluation of a wide range of academic and community-facing programs as planned by the Center’s four mission areas: Arts & Humanities in Healthcare, Clinical Ethics, Education and Research. This position provides end-to-end logistical coordination for in-person, hybrid, and virtual events, working closely with Center leadership, program leads, staff, and partners to ensure programs run smoothly and reflect the Center’s values of accessibility, professionalism, and thoughtful engagement. The ideal candidate is highly organized, collaborative, and comfortable managing logistics and working with other Center staff in complementary roles (finance, communication, administration, etc). This is an excellent opportunity for someone who enjoys being the behind-the-scenes force that brings complex programs to life and who values working in an intellectually engaged, interdisciplinary academic environment. Key Responsibilities: Planning Committee Management [15%]  Support planning committees for Center programs (including Student Group, Pharmacy Ethics, National Coalition for Ethics in Dentistry and Arts & Humanities programming) and events (gallery openings, CBH open houses, strategic planning retreats, etc.) as the logistical and administrative point person  Track action items, take meeting minutes, and help keep planning committees aligned and on schedule  Tracking program expenditures (speaker fees, food, honoraria, etc.)  Event Planning, Logistics, and Support [55%]  Speakers: Reach out to speakers with formal invitations, providing details about the event, confirm participation and negotiate terms (e.g., fees, travel arrangements); serve as a consistent and reliable contact for speakers  Event Details: Coordinate all logistical elements for in-person, hybrid, and virtual events, including room reservations, AV services, seating, catering, and facilities support; ensure events will meet operational, technical, and accessibility requirements  Tracking: Enter and maintain event information in CBH event planning dashboards and on the Center calendar, ensuring details are complete and up to date  Registration: Set up RSVP form (Qualtrics, Formstack or similar), including registrant information fields, zoom link(s), parking information, etc.; track RSVP numbers; send event reminders to registrants  Event Promotion: Work with CBH communications team to: draft appropriate promotional materials (ex: flyers, social media posts, emails) determine additional promotional strategies as needed for higher profile events (ex: promotional partners, press releases); coordinate promotion timelines; draft brief pre-event write-ups or promotional blurbs  Event Execution [15%]  Setup/Breakdown: Conduct event setup and breakdown, using campus services for assistance when appropriate; manage attendee flow (directional signs/wayfinding); work with campus AV to ensure speakers are mic-ed and equipment is functional.  Schedule: Prepare detailed run of show; review with involved parties and distribute as appropriate; do run throughs if needed.  Event recording (as needed): obtain and document speaker recording consent; post photo and video release signs for live and hybrid programs/events; ensure recording is initiated  AV/Technical: Operate Zoom webinars and meetings for hybrid and virtual events, including panelist coordination, recording, assist with Q&A/chat management, and basic troubleshooting  Accessibility: Support ADA compliance for events, including captioning, seating, and accommodation coordination  Respond to attendee inquiries and serve as a welcoming point of contact for Center events  Post-Event Management [15%]  Post event communication: thank you to speakers and attendees, gather feedback through post-event surveys; share highlights or recordings as appropriate  Support implementation of Continuing Education for events as needed.  Implement strategies to assess event success to improve future events as needed.  Maintain organized digital records of events, finances, and other related materials as appropriate, including a yearly report of CBH events for inclusion in our Annual Report.  Work Location: The first six months will be largely on campus as you get acquainted to the role. After that, this role is eligible for a hybrid schedule of up to 2 days per week remote (as aligned with campus policy), with in-person presence required for live events and meetings. Occasional off-hours events are required. Why Join Us: Welcome to a place that seeks to center humanity in healthcare. The Center for Bioethics a