What are the responsibilities and job description for the Conference Business Manager position at University of Colorado?
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Job Summary
CU Conference Services (CUCS) at the University of Colorado Boulder encourages applications for the Conference Business Manager position! This role is responsible for a wide range of activities that support the financial oversight and business practices of CUCS. The Business Manager ensure compliance with all financial and procurement policies, run conference related purchases and expenses, and oversee conference billing activities. In addition to the conference financial aspects of the operation, this position will play a key administrative role in budget, revenue and expense as well as data analysis for the CUCS office. Outside of the financial realm, lead oversight of and vision for the Internship Lodging Program, supervision of Online Services, and is a liaison to the shared services within the Division of Student Affairs to ensure processes are handled correctly. This position is an integral part in the overall success of the CU Conference Service unit.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.
Who We Are
CU Conference Services creates a conference experience unique to the needs of your participants. With the resources of a top-tier public research university and an experienced staff, we provide unparalleled service.
With each conference, we assign an individual conference coordinator who arranges all of the logistics from start to finish, providing ongoing assistance throughout each program. We pride ourselves in our extensive knowledge of conference planning and university operations, and we strive to provide exceptional service for all of our guests.
We provide a full range of event and meeting management services, from small department meetings to annual corporate events international conferences, as well as youth camps and summer pre and post-collegiate programs. We reduce the need for contracting with multiple offices on campus and can also coordinate off-campus events in the Boulder area and beyond. As an award-winning green venue we pride ourselves in offering sustainable solutions to your meeting needs.
What Your Key Responsibilities Will Be
Conference Financial Management
- Administration and management of all aspects of financial operations related to conferences coordinated through the CUCS office.
- Complete the development of database reporting and compliance to support Student Affairs Finance with campus financial reporting requirements, including but not limited to:
- Deposit standards and processes.
- Billing, invoicing, accounts receivables and collections.
- Sales tax management.
- Foreign income.
- Rate Based Service Activities (RBSA).
- Unrelated Business Income Tax (UBIT).
- Private Business Usage.
- Associated annual reports and audit related needs.
- Budget, forecast, and other financial projections.
- All other related charges.
- Track expenses related to Conference Operations speed type. Provide expense reporting as requested by Conference Coordinators.
- Receipt, approval routing, and filing of all required documentation for CUCS conference groups including client contract, addendum, insurance certificate, tax exemption form, etc.
- Serve as:
- Liaison for procurement, contracting, official functions, travel transactions, and to SA Finance related to all conference billing processes. Ensure conference billing processes are documented and completed in timely manner.
- A shopper in CU Marketplace for all office operations purchasing. Resolve purchasing issues with PSC.
- CUCS resource on all policies/procedures related to contracting and purchasing. Attend SA Business Services, SA Finance, PSC trainings, and review PSC newsletters to maintain current knowledge of financial processes. Educate conference services staff of changes in processes and procedures.
- Collaborate:
- To ensure all conference related vendor contracts adhere to PSC (Procurement Services Center) policy requirements and route for approval with supporting documentation as required.
- With SA Finance on various projects including budgeting and fiscal year end.
- Provide recommended changes or additions to conference client contract to accurately reflect financial policies and procedures.
- Develop and document conference financial processes as related to use of the Kinetic Software system.
- Run booking deposit, advance payment and sponsorship invoicing process including creation of invoices and tracking receipt of payments.
- Oversee invoicing process in Kinetic Software system for all conference group billing. Provide training to conference services staff on billing processes. Complete a detailed review of all conference invoices prior to routing to SA Finance for raising.
- Track conference billing status and review aging report regularly. Manage communication between Conference Coordinator and their assigned client outstanding balances. Maintain accurate records and prepare vital material to initiate the collections for outstanding conference client billing process.
- Provide data gathering and analysis support for annual Efficiency & Effectiveness assessment and summer conference rate recommendations.
- Assist Director in forecasting development of the annual fiscal budget for CUCS and support revenue projection reporting through Kinetic Software system.
Office Administration
- Serve as purchasing contact in creation of vital Purchase Orders and Payment Vouchers related to office administrative budget.
- Serve as department Travel liaison. Providing staff with regular SA Business Services trainings on booking travel in Concur system, educating staff on current policies and adequately prepare staff related to travel expenses before departure.
- Review monthly budget reports provided by SA Finance and provide analysis/recommendations to Director for adjustments or corrections.
- Develop and maintain internal tracking methods related to student staffing. Support tracking of anticipated of fiscal year end purchases for administrative budget.
- Manages office vehicles and summer rental vehicles, including insurance, emissions, repairs, permits, and fuel cards.
- Responsible for purchasing guest meal cards.
- Maintains and purchases business parking permits.
- Ensures staff have completed necessary driver trainings and maintains updated authorized driver forms with Transportation Services.
- Provides leadership in CUCS strategic plan and Financial Futures projects.
- Evaluate existing business practices and make recommendations for continual improvement.
- Archive management of vital records for COOP plan.
Oversight of Internship Housing Program, & Bear Creek Summer Conference Operations
- Responsible for vision and oversight of the Summer Intern Lodging Program and staff.
- Provide assistance and support to the Summer Intern Lodging Program and Bear Creek Summer Conference Operations.
- Ensure assessment and evaluation of program on an annual basis.
Process Management
- Serves as liaison to Student Affairs shared services.
- Develops, compiles and distributes informational materials to ensure new employees have a successful onboarding experience and are properly introduced to the requirements and culture of the Division.
- Runs new employee onboarding processes, including setting up user accounts, (Kx, SA-IT Processes, computer, phone, and IdentiKey), P and T cards, Concur, and Marketplace.
- Coordinates purchasing summer employee meal plans.
Registration Services Supervision
- Cross train with Registration Services Coordinator on all registration functions including web registration setup, participant confirmations, registration fee collections, on-site registration process, and registration fee reconciliation.
- Serve as back up to Registration Services Coordinator in order to complete daily tasks and provide customer follow-up in their absence.
- In collaboration with SA- Finance staff, ensure Registration Services financial processes align with overall office processes.
- Hire, train, supervise and evaluate full-time Registration Services Coordinator.
- Stays abreast of trends in collegiate conference operations, fiscal processes and business operations.
- Attends staff meetings, individual consultations/tours, and training programs.
- Participate in campus wide activities, projects, and committees that enhance the university’s reputation and support SA’s mission, goals and strategic plan.
- Represent the Director of Conference Services at meetings and on committees as requested.
- Complete special projects and other duties as assigned including providing support for organization and personnel changes.
- Recommends policy changes as necessary.
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Serve on CUCS Work Groups.
What You Should Know
- All University of Colorado Boulder employees are required to follow the campus COVID-19 vaccine requirement.
- New employees are responsible for providing proof of vaccination or receiving a medical or religious exemption within 30 days of employment.
What We Can Offer
- Starting salary is $58,800 - $61,000 annually.
- Onboarding assistance is available within Student Affairs guidelines.
Benefits
Be Statements
What We Require
- Bachelor’s degree from an accredited college or university in hotel and restaurant management, accounting, finance, business administration, public administration, information systems, or closely related field and two years related experience.
- Equivalent combination of education and experience may substitute.
- Demonstrated experience with financial processes and regulations.
What You Will Need
- Demonstrated skill and knowledge of Microsoft Suite programs (Word, Excel, Access, PowerBI, Teams etc.).
- Experience with Zoom and/or other virtual meeting platforms.
- Extraordinarily strong interpersonal, verbal and written communication skills.
- Demonstrated ability to consistently provide high level of customer service.
- Ability to interact effectively with various constituencies of the university.
- Strong planning and organizational skills.
- High level/degree for accuracy.
- Strong problem reporting and solving skills.
- Multi-tasker.
- Eye For Business.
What We Would Like You To Have
- Four years’ experience in collegiate conferencing or hotel management with responsibilities in the areas of business operations, financial management and conference coordination.
- Proven ability to exceed performance expectations in a dynamic, fast-paced, flexible work environment.
- High level of familiarity with collegiate conference operations and financial procedures, regulations, and systems in a university environment.
- Experience with:
- Comprehensive conference and financial management software systems. Familiarity with Kinetic Software or similar conference management system desired.
- Online registration and abstract management software and payment systems.
Special Instructions
- A current resume.
- A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
Please apply by April 26, 2022, for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
Posting Contact Information
Posting Contact Name: Boulder Campus Human Resources
Posting Contact Email: Recruiting@colorado.edu
