Scheduling amp Event Logistics Coordinator UC Administration

Profile

Campus-Only Recruitment
Only current UM Employees* are eligible.
*Open to all employee types including Temporary Staff and Student Employees.
The
UC Administration
invites applications for a
Scheduling & Event Logistics Coordinator
to join their team. The Scheduling & Event Logistics Coordinator, reporting to the Director of Conference & Event Services, is a year-round position that coordinates events full cycle, from prospecting to billing. They will be expected to schedule and coordinate events in the student union, which includes a full-service dedicated conference center, as well as events in academic buildings, outdoors, and campus wide events that use multiple campus venues and services including summer groups/camps. Additionally, work as a liaison between a variety of student, staff, faculty, community and professional clients and multiple university service providers to assure that all events function smoothly and that the client’s expectations are met while maintaining the integrity of UM. This position also helps teach and guide student groups with their event planning needs.
The person in this position must be self-directed individual able to function in a multi-faceted, fast paced customer service driven environment. It requires the incumbent to provide high quality, seamless and exceptional services for clients and initiate conversations to ensure that their needs are being met while on UM’s campus.
In coordinating the logistics of events, this position will oversee activities of staff members such as event set-up and teardown, audio and lighting, building manager, facilities, catering, and volunteers. They are also responsible for management and accountability of the facility and its resources. Finally, they are expected to work toward a safe and welcoming environment while following campus facility use policies as well as state and federal law. The Montana Event Scheduling office manages over 7,000 reservations annually with some reservations requiring little time while other reservations requiring significant attention to planning, logistics, and details. The person in this position will be expected to manage small to large-scale events.
Essential duties of this position include but are not limited to:
Taking the lead in implementing Griz Hub, a student engagement software, in its use with CES operations
Social Media content creation and postings
Provide general facility coverage as needed including ability to understand building system alarms for reporting issues to appropriate responder and providing general building response to event and patron needs
Help support Conference Management Services, including work on and offsite which may involve travel
Special projects as assigned
Required Skills
Ability to work in a team and demonstrate interest and concern for its overall success in fulfilling its mission
Demonstrated excellent organizational skills including; accurate record keeping, accurate data entry, etc.
Ability to accurately input client requests and changes into scheduling software through data entry
Ability to apply basic math and accounting skills for reconciliation and invoicing preparation of events
Ability to remain calm and tactful in stressful situations
Good oral and written communication skills
Ability to remain flexible with clients and providers and communicate client changes to service providers
Ability to prioritize workload and maintain balance of workload including handling multiple events simultaneously
Ability to develop timelines, organize multiple concurrent projects and successfully coordinate with other staff, vendors, and collaborators.
Must be able to balance the needs of the clients against the capacity of the venue and to derive service, equipment and technical needs.
Ability to contribute creative ideas for selling UM as a conference and event destination for all groups and users.
Experience or knowledge of event planning and hospitality concepts including marketing, selling, price negotiation, service provider coordination, event coordination & logistic planning and problem solving
Experience in an office setting including greeting guests, answering phones, copy and fax machine knowledge.
Demonstrated excellent customer service, interpersonal, and professional communication skills including conflict resolution and the ability to communicate effectively with a variety of individuals of varying professions, age, knowledge, skills, and personality types.
Ability to treat each member of the campus community and all clients with fairness, dignity and respect
Ability to mentally manage constant interruptions and changes in plans and tasks and remain calm and tactful in stressful situations
Knowledge of or the ability to learn Event Management Software (EMS)
Demonstrated knowledge of the English language, business English (spelling and composition), office practices and office equipment
Minimum Required Experience
High School diploma and a minimum of two years’ professional experience as an event coordinator in the conference and events industry in a hotel or resort setting or higher education setting; or any combination of education and experience that would provide the competencies required to successfully discharge the duties of this position
Preferred Qualifications
Bachelor’s degree in marketing, business, or hospitality management
About the University Center and UM
The University Center enriches campus life by providing student-focused opportunities, programs, services, and space.
**MEMBERS ONLY**SIGN UP NOW***. is a unit of the Montana University System with over 10,000 students. It is located in Missoula, a culturally vibrant community of about 72,000, surrounded by mountain grandeur which was recently ranked in the “ top 20 best college towns with a population of less than 250,000
” by the American Institute for Economic Research and ranked 9th in Outside Magazine’s “ The 16 Greatest Places to Live in America” in 2014
. Many national publications recognize Missoula for its high quality of life
. Abundant recreational opportunities in surrounding state and national forests and nearby Glacier National Park and Yellowstone National Park complement a thriving intellectual atmosphere. **MEMBERS ONLY**SIGN UP NOW***. offers eligible employees a generous benefits package that positively separates UM from other local employers and offers many programs and policies to support work-life balance for its employees.
**MEMBERS ONLY**SIGN UP NOW***. is an Affirmative Action/Equal Opportunity employer and has a strong institutional commitment to the principle of diversity in all areas. In that spirit, we are particularly interested in receiving applications from a broad spectrum of qualified people who would assist the University in demonstrating its five priorities for action
: Place student success at the center of all we do; drive excellence and innovation in teaching, learning, and research; embody the principle of “mission first, people always; partner with place; and proudly tell the UM story.
To learn more about **MEMBERS ONLY**SIGN UP NOW***., Missoula, and the State of Montana, please visit the links below.
University of Montana
Video: UM Lifestyles
University Highlights
Position Details
Position Title:
Scheduling & Event Logistics Coordinator (Events_Promo Coord II)
Position Number:
NEW
Department:
University Center
Work Schedule:
Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, 12 months/year.
Salary:
$16.885/hr
Union Affiliation:
FOCUS-MFPE
Probationary Period:
Six months minimum
Benefits Include
Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.
Criminal Background Investigation is required prior to the Offer of Employment In accordance with University regulations, finalists for this position will be subject to criminal background investigations. ADA/EOE/AA/Veteran's Preference
Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. References:
References not listed on the application materials may be contacted; notice may be provided to the applicant. Testing:
Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to essential job functions. Employment Eligibility:
All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).

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