Position Details Position Information Announcement Number STAFF - VA - 24370 For questions regarding this position, please contact: James Tobin (406) [email protected] Classification Title Program Mgr Working Title Events Manager, President's Office Brief Position Overview This position will be responsible for managing the high volume of events held by the President’s Office. The successful candidate will work hands on with a wide variety of organizations, vendors, employees, and guests.Position Number 4M1267 Department President's Office Division President's Office Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Exempt Union Affiliation Exempt from Collective Bargaining FTE 1.0 Benefits Eligible Eligible Salary Starting $24.388 per hour, commensurate with experience, education, and qualifications. Contract Type Classified Salary If other, please specify Recruitment Type Open Position Details General Statement President’s Office staff are involved in complex and varied activities serving Montana State University’s broad and vital constituent base. In addition, the staff works to support the President’s initiatives and to assist the University’s mission of integrating learning, discovery and engagement through the planning and logistical support of events, conferences, meetings and activities hosted by the Office of the President. This includes large community events hosted by the campus, including guest speakers, Board of Regents meetings, and special ceremonies.Duties and Responsibilities
Organizing, managing, developing, promoting, facilitating and coordinating events; Duties include:
Primary point of contact for constituents
Research and reserving space across campus and off-campus
Working within State, Foundation and other budgets
Reviewing and executing vendor contracts
Communicating regularly with community vendors, including hotel accommodations and Audio-Visual equipment professionals.
Onsite event management, including after-hours events.
Will meet regularly with the President regarding event preferences.
Will lead events committees (10+ campus and community representatives).
Has budgetary control, developing and tracking events budgets throughout entire planning process.
Creating marketing plans, as well as overseeing the execution of all marketing materials, advertisements and visual communications.
Designing the artistic and logistical plans of all events, including set-up/layout, florals, catering, visual materials, etc.
Overseeing timelines and supervising activities to ensure all contractual obligations are met.
Serving as the event liaison providing guidance and information to attendees; and ensuring a high standard of quality client/customer satisfaction is achieved; the scope of this position impacts the public image of MSU and the President through the organizational success of various public events.
Provide intermittent administrative support to the President, Assistant to the President and Office Manager.
Actively contribute to the success of the Office of the President, while performing other duties as needed in support of the Strategic Plan.
Required Qualifications – Experience, Education, Knowledge & Skills
Demonstrated experience in event management.
Work experience within a complex, fast-paced professional office, including progressively responsible experience with a customer service focus.
Demonstrated experience dealing with diverse groups of individuals and situations with a high degree of tact and diplomacy.
Demonstrated experience progressing multiple simultaneous projects, working efficiently under pressure and managing conflicting priorities.
Communicate and interact professionally, via both spoken and written word, with university administration, faculty, staff, student, public, state, national and international officials, alumni, donors and friends of Montana State University.
Preferred Qualifications – Experience, Education, Knowledge & Skills
Demonstrated budget development skills.
Experience working in a higher education setting.
The Successful Candidate Will
Refined prooing and editorial skills.
Strong attention to detail and effective time management skills.
Ability to have a flexible work schedule.
Experience managing online invitation systems.
Demonstrated successful experience handling confidential information.
Demonstrated competence in Microsoft Office software and standard office equipment.
Able to exercise sound judgment and establish effective relationships with all levels of the organization.
Be flexible and work productively as a member of a team.
Be confident and competent in oral communications with fellow employees and the public in person, over the telephone and electronically.
Have refined organizational and time management skills.
Position Special Requirements/Additional Information
Will require some evening and weekend duties based upon event schedule
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.Physical Demands This position may transport up to 30 lbs. while ascending/descending stairs and needs to be able to remain stationary for extended periods of time.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.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 June 14, 2024; however, applications will continue to be accepted until an adequate applicant pool has been established.Special Instructions Diversity Statement Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.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. MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: https://www.montana.edu/hr/recruitment/dualcareer.html