Event Coordinator II

Housed in the Strand Union Building, Conference and Event Services (CES) supports MSU and the surrounding community by providing planning and logistical support for conferences, events, meetings, camps and activities through the scheduled and contracted use of the Strand Union Building, Inspiration Hall, and other University assets.

Duties and Responsibilities
The Event Coordinator serves as a primary contact and an event manager for the areas that the department schedules/reserves. As the face of CES (and an ambassador of MSU), the Event Coordinator works with a wide variety of clientele ranging from student organizations and MSU departments to high profile events that shape public opinion of the university and its facilities.Event Coordinators focus on one of three client groups: MSU Students, MSU Campus Partners, or Summer Conferences & Housing. The team works closely together and are cross-trained to assist with any group during busy periods or absences. Duties include:

Research and reserve space across campus and off-campus
Communicate MSU and building policies while ensuring compliance with contracts and insurance requirements
Work within customers' budget constraints
Write contracts and monitoring invoicing/billing
Design room set-ups
Coordinate with other campus services as needed
Determine security needs for events
Onsite event management
Direct human resources during set-up, change overs and at events
Maintain computerized reservation system
Coordinate and communicate the SUB's hours and the hours of the various retail operations housed therein
Actively contribute to the team by performing other duties as needed in support of the department's mission

Required Qualifications

• Experience, Education, Knowledge & Skills

Bachelor's degree plus three years of full-time progressively responsible administrative experience in a busy office setting or an equivalent combination of education and experience.

Proficient experience using computers and various software applications.
Extensive customer service experience dealing effectively and diplomatically with a variety of people.

Preferred Qualifications

• Experience, Education, Knowledge & Skills

Experience with reservation, scheduling and/or diagramming software.
Experience with event management, conference services or guest services.
Leadership/Supervisory experience coordinating and directing the work of others.

The Successful Candidate Will

Provide excellent customer service at every point of contact
Accurately perform duties in a high traffic office environment with frequent interruptions
Work under the stress of various deadlines while completing multiple tasks in a timely manner
Operate work related equipment and software
Demonstrate effective interpersonal skills in a team oriented environment
Accurately create business correspondence
Demonstrate effective communication skills
Demonstrate effective research 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
Prioritize and organize workload
Exhibit a strong sense of self-motivation and self-management
Have excellent attention to detail, accuracy and timeliness while adapting to changing priorities
Maintain thorough records along with confidentiality of information
Share job duties with co-workers as needed
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.
Will occasionally 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.
Work for long periods of time at a computer or on the telephone.
Occasionally move and place event supplies and materials up to 30 lbs and of various shapes and sizes.
Occasionally move tables, chairs and other furniture and equipment during set-ups and tear-downs.
Occasionally work outside and in inclement weather.

This position has supervisory duties?
No