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Coordinator of Conferencing and Special Events

The Coordinator of Conferencing and Special Events is a new position and member of the Student Life staff that works under the direction of the Director of Campus Life. The CCSE will create a one stop shop approach for the Montana Tech faculty, staff, students and outside clients. This position works collaboratively with key areas (such as Dining, HPER, Residence Life) and other University department to help ensure the success of events.   

  • Oversees and coordinates the scheduling of facilities and services for both on and off campus organizations and clients
  • Works with groups from the beginning of the planning process to the completion of the event
  • Guides clients in preparation of events by interpreting and explaining provisions, policies and procedures
  • Serves as primary liaison between clients, Dining Services, HPER Complex, Residence Life and classroom and meeting room spaces.
  • Develop and implement policies and procedures for use of Conferencing services and facilities related to events, including developing and using tools that will help streamline processes
  • Serve as principal authority for addressing conflicting events that arise and with the advisement of the Director of Campus Life decide whether an event can be scheduled as requested
  • Build working relationships with colleagues in support roles across the campus (safety, facilities, A/V, communications, etc.) and provides clear and timely communication of detailed requirements to those departments
  • Serve on Divisional and University committees as assigned.
  • Design and oversee the maintenance of a comprehensive calendar of all campus events
  • Implement a continuous improvement process, including post-mortems for events in order to improve on successes and identify areas of improvements
  • Develop and implement strategies to promote conference services (camps, conferences, meetings, conventions, etc.) to external and internal individuals and groups;
  • Establish efficient business practices to appropriately maximize conference revenue generation, including pricing structure and contract/billing/collection procedures, with oversight of scheduling; and,
  • Assist in the development of accurate conference cost and revenue projections annually in conjunction with the Director of Campus Life and the Universities budgeting
  • Assists with the selection, supervision and training of student staff working in the SUB and Mill Buildings
  • Stay informed about potential events; and share related events tasks with student staff
  • Maintain professional attitude and demeanor when working with University and external clients
  • Ability to establish and maintain positive working relationships with faculty, staff, and external clients
  • Ability to remain calm under pressure and attend to last minute issues with decisiveness
  • Completes reports and projects as requested by the Director of Campus Life

The above statements describe the general nature and level of work being performed by people assigned to this classification. They may not be an exhaustive list of all responsibilities, duties and skills required. Nothing contained herein restricts Montana Tech’s rights to assign or reassign duties and responsibilities to this job at any time.

Required Qualifications:

  • Bachelor’s Degree OR,

    8 years relevant experience OR,

    an Associate’s Degree and 4 years relevant experience

Required Skills:

  • Ability to communicate effectively with students, faculty, staff and off campus clients.
  • Must be able to a work flexible schedule, which may include some evenings and weekends on events. 
  • Knowledge of and the aptitude to learn and use computer scheduling and software and hardware
  • Excellent organizational, planning, and interpersonal skills
  • Must possess excellent customer service skills
  • Able to prioritize multiple projects
  • Ability to understand business and billing processes
  • Valid driver’s license

Preferred Qualifications:

  • Two or more years of experience working with organizing events
  • Two or more years of experience working in a College or University conferencing position

Applications received by June 15, 2018 will be guaranteed full review and consideration.  Applications received after that date may be considered until an adequate applicant pool has been established

Position Start Date: July 1, 2018 but some flexibility

For full consideration application materials must be complete.  Please include a cover letter addressing qualifications, a resume and contact information for 3 professional references. 

Any offer of employment is contingent upon a satisfactory criminal background check and degree verification. 

Montana Tech is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged. Montana Tech makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. In compliance with the Montana Veteran’s Employment Preference Act, Montana Tech provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans.  To claim veteran’s preference please complete the employment (veteran’s) preference form located on the employment page and email to humanresources@mtech.edu.  You must include the job title of the position in which you are applying.

To request an accommodation, contact Cathy Isakson 406-496-4380; cisakson@mtech.edu

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