Office Coordinator and Event Scheduler

Position Details

Position Information

Announcement Number

STAFF - VA - 26289

For questions regarding this position, please contact:

Search Support at auxjobs@montana.edu or 406-994-6468

Classification Title

Events/Promo Coord II

Working Title

View Full Description

Position Details

Position Information

Announcement Number

STAFF - VA - 26289

For questions regarding this position, please contact:

Search Support at auxjobs@montana.edu or 406-994-6468

Classification Title

Events/Promo Coord II

Working Title

Office Coordinator and Event Scheduler

Brief Position Overview

Position Number

4N1810

Department

Brick Breeden Fieldhouse

Division

Auxiliary Services

Appointment Type

Classified

Contract Term

Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA

Non-Exempt

Union Affiliation

FOCUS-MFPE

FTE

1.0

Benefits Eligible

Eligible

Salary

$24.00 per hour, commensurate with experience, education, and qualifications.

Contract Type

Classified Hourly

If other, please specify

Recruitment Type

Open

Position Details

| General Statement |
Sports Facilities is responsible for the management of all athletic/sports facilities at Montana State University including the 9,300 seat Brick Breeden Fieldhouse, the 17,000 seat Bobcat Stadium, Shroyer Gymnasium, the Bobcat Tennis Center, and all athletic fields. These facilities are multi-purpose and meet the varied needs of the campus and the community. The department provides services for Athletics, Campus Recreation, and Health and Human Development, as well as hosting many events/concerts that come to campus. | | Duties and Responsibilities |
Working on the Sports Facilities team, the Office Coordinator and Event Scheduler’s primary duties are to manage the front office, serve as a primary scheduler of spaces we manage, and coordinate meetings and events of up to 500 guests. As the face of Sports Facilities (and an ambassador of MSU), this position works with a wide variety of clientele ranging from the Athletics department and student organizations to high profile events that shape public opinion of the university and its facilities.

• Office Coordinator: Performs a wide variety of administrative duties in support of the Sports Facilities office and works to maintain an efficiently run front office.

  • Promote a ‘customer first’ agenda.
  • Assists hiring managers with processing paperwork for student and temporary employees.
  • Maintains files, answers phones, responds to inquiries in the centralized email account, prepares office supply orders, etc.

• Event Scheduling: Works with clients to schedule and coordinate meetings, conferences, and events across athletic areas and meeting space for sports and MSU facilities.

  • Manages and coordinates production from initial contact with clientele to execution of the conference or event.
  • Researches and requests available spaces across campus as needed.
  • Communicates MSU and building policies and ensures compliance with contract and insurance requirements.
  • Works within clients’ budget constraints.
  • Writes contracts and estimates expenses for clientele.
  • Diagrams room set-ups.
  • Coordinates with other campus services as needed.
  • Provides onsite event management assistance as needed.

• Serves as administrative lead for the scheduling software. Assists functional users with training, set-ups, reporting etc.

• Assists management with coordinating building hours based on tenants’ needs.

• Actively contributes to the success of the department by performing other duties as needed in support of the department’s mission.

| | Required Qualifications – Experience, Education, Knowledge & Skills |
1. Progressively responsible administrative experience in a busy office setting or an equivalent combination of education and experience. 2. Proficient with working in/managing a computer database and demonstrated skills using a variety of other software programs. 3. Extensive customer service experience dealing effectively and diplomatically with a variety of people.

| | Preferred Qualifications – Experience, Education, Knowledge & Skills |
1. Experience with reservation, scheduling and/or diagramming software. 2. Experience with event management, athletic events or guest services. 3. Leadership experience coordinating and directing the work of others.

| | The Successful Candidate Will |
- Exhibit knowledge of general office practices and procedures. - Provide excellent customer service at every point of contact. - Accurately perform duties in a high traffic office environment with frequent interruptions and changing priorities. - Acquire new skills/knowledge on the job and be able to apply them rapidly. - Work under the stress of various deadlines while completing multiple tasks in a timely manner. - Be able to operate work related equipment and software. - Demonstrate effective interpersonal skills in a team oriented environment. - Accurately create business correspondence. - Demonstrate effective communication skills and problem solving skills. - Follow and explain policies, and procedures. - Manage difficult situations appropriately and professionally and demonstrate excellent conflict resolution skills. - Consistently exercise initiative and good judgment while maintaining excellent attention to detail, accuracy, and timelines. - Efficiently prioritize and organize workload. - Exhibit a strong sense of self-motivation and self-management. - Maintain thorough records along with confidentiality of information. - Conduct work in a pleasant, professional manner and represent the department to others in a professional and courteous manner.

| | Position Special Requirements/Additional Information |
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.

• Occasionally will work nights, weekends and holidays depending on departmental need and event schedule.

| | Physical Demands |
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

• Normal office environment.
• Working at a computer and on the phone for extended periods of time.
• Occasional moving and setting of A/V equipment, easels, tables and chairs etc.

| | This position has supervisory duties? | No |

Posting Detail Information

| Number of Vacancies | 1 | | Desired Start Date | Upon completion of a successful search | | Position End Date (if temporary) | | | Open Date | | | Close Date | | | Applications will be: |
Screening of applications will begin on March 11, 2026 ; however, applications will continue to be accepted until an adequate applicant pool has been established.

| | Special Instructions |
This position is not eligible for new sponsorship.

Please address the qualifications in your cover letter and resume. | | EEO Statement |
Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile. |

Applicant Documents

Required Documents 1. Resume 2. Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

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