Office Coordinator and Event Scheduler

Position Details

Announcement Number STAFF - VA - 26289

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Events/Promo Coord II – Office Coordinator and Event Scheduler

Position Number: 4N1810
Department:
Brick Breeden Fieldhouse
Division:
Auxiliary Services
Appointment Type:
Classified
Contract Type:
Hourly
Salary: $24.00 per hour, commensurate with experience, education, and qualifications
FTE: 1.0
Benefits:
Eligible

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.

• 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.

• 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.
• 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…