Office Coordinator and Event Scheduler

Position Details

Classification

Title:

Events/Promo Coord II (Office Coordinator and Event Scheduler)

Position Number: 4N1810 | Department:
Brick Breeden Fieldhouse | Division:
Auxiliary Services | Appointment Type:
Classified | Term:
Contract | FLSA:
Non‑Exempt | Union Affiliation: FOCUS‑MFPE | FTE: 1.0 | Salary: $24.00 per hour, commensurate with experience, education, and qualifications.

Contact
:
Search Support at auxjobs or 406‑994‑6468.

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 and concerts that come to campus.

• Office Coordinator:
  • Perform a wide variety of administrative duties in support of the Sports Facilities office and maintain an efficiently run front office.
  • Promote a “customer first” agenda.
  • Assist hiring managers with processing paperwork for student and temporary employees.
  • Maintain files, answer phones, respond to inquiries in the centralized email account, prepare office supply orders, etc.
• Event Scheduling:
  • Work with clients to schedule and coordinate meetings, conferences, and events across athletic areas and meeting space for sports and MSU facilities.
  • Manage and coordinate production from initial contact with clientele to execution of the conference or event.
  • Research and request available spaces across campus as needed.
  • Communicate MSU and building policies and ensure compliance with contract and insurance requirements.
  • Work within clients’ budget constraints.
  • Write contracts and estimate expenses for clientele.
  • Diagram room set‑ups.
  • Coordinate with other campus services as needed.
  • Provide onsite event management assistance as needed.
• Serve as administrative lead for the scheduling software. Assist functional users with training, set‑ups, reporting, etc.
• Assist management with coordinating building hours based on tenants’ needs.
• Actively contribute to the success of the department by performing other duties as needed in support of the department’s mission.

• Progressively responsible administrative experience in a busy office setting or an equivalent combination of education and experience.
• Proficient with working in/managing a computer database and demonstrated skills using a variety of other software programs.
• Extensive customer service experience dealing effectively and diplomatically with a variety of people.

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

• 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.
• 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…