Events & Operations Coordinator, Capstone Design (Part-Time Opportunity)

Engineering a world of possibilities

Events & Operations Coordinator​, Capstone Design

THE OPPORTUNITY

The Capstone Design program at the Colorado School of Mines (Mines) is hiring a part-time (20 hrs/wk) Events & Operations Coordinator. This role will be crucial in coordinating and facilitating Capstone Design’s Signature Student Experience events on campus for students, external stakeholders, and our broader campus and local community. Capstone Design is a multidisciplinary program that provides senior year students an opportunity to work on client-driven, and real-world projects. 
 

This position reports to the Capstone Design Director and will support the day-to-day management and coordination of events, oversee coordination of student team travel to competitions, and play a key role in support of the program’s operational goals. This is a 9-month temp role with the possibility of returning each academic year.
 

This position requires someone who thrives in supportive, yet autonomous roles with an adaptable yet versatile approach to their work.  Our ideal candidate is someone with events experience who loves to see an event succeed from beginning to end. If you excel at organization, collaboration, and want to be a part of a goal-oriented and dedicated team of professionals, apply today!

RESPONSIBILITIES

EVENT COORDINATION (60%)

• Support the Capstone Design program with planning and execution of six key events throughout the academic year including, but not limited to our project Expo and Showcase. This includes venue selection and booking, catering coordination, AV setup, and vendor management while ensuring compliance with campus policies, accessibility requirements and budget parameters.

• Coordinate event needs and orders with key internal stakeholders including facilities, Office of Design & Construction, Events & Catering, and other campus personnel and offices. 

• Manage budgets, vendor contracts, logistics, event timeslines, facilities coordination, and event volunteers to ensure each event is executed professionally and successfully while promoting the Mines Brand

• Create and disseminate event branding and promotion materials.

TRAVEL COORDINATION (25%)

• Coordinate comprehensive travel logistics for student groups, including researching and booking transportation, accommodations, and venue access while ensuring compliance with institutional policies, budget constraints, and safety requirements.

• Manage travel documentation and risk mitigation processes, including collecting required forms, verifying insurance coverage, coordinating with legal/compliance teams on liability waivers, and developing contingency plans for travel disruptions or emergencies.

• Serve as primary liaison between student groups, vendors, and institutional stakeholders throughout the travel planning process, maintaining clear communication channels, tracking expenses against approved budgets, and providing post-travel reporting and reconciliation.

PROGRAM OPERATIONS (10%)

• Provide administrative and operational support for Capstone Design program activities, including maintaining project records and documentation, supporting logistics of program growth, and coordinating some communications. 

• Execute program support functions and special projects as assigned, including assisting with budget tracking and procurement processes, coordinating with academic departments and external partners, support student staff onboarding, and contributing to continuous improvement initiatives. 

OTHER DUTIES AS ASSIGNED (5%)

• Other duties as assigned to meet the objectives goals of the program and/or Mines.

MINIMUM QUALIFICATIONS:                                                                                                   

• Bachelors degree (years of experience may substitute for education)

• One plus year of experience in event planning and organization

• Experience in travel coordination

• Technical and computer skills experience to support administrative functions including MS Office Suite with an emphasis in Excel, Planner, PowerPoint and database skills, electronic calendar management, various videoconferencing applications such as Zoom and Teams, and email applications

• Proven customer service experience

• Must be detail oriented, possess excellent verbal and written co