Program & Events Coordinator

Brief Position Overview

Coordinates engaging and successful events by managing logistics, vendors, and communications from concept through completion.

General Statement

The Event Coordinator supports the institution's mission by planning and delivering high‑quality events that engage students, employees, alumni, and community partners.

Duties and Responsibilities

• Coordinate room setup, signage, check in tables, and on site logistics for events
• Prepare event materials such as agendas, name badges, packets, and handouts
• Maintain office scheduling calendars and shared inboxes
• Draft routine emails, flyers, and event confirmations using templates
• Works with the Assistant Director of Industry & Employer Relations to establish and meet event budgets.
• Working with Assistant Director of Industry & Employer Relations, execute an event sponsorship and solicitation strategy and help maintain tracking of solicitation levels, benefits, response, and fulfillment.
• Recruits and sets expectations for volunteer involvement on event committees, developing agendas, and maintaining clear communications with committee members and staff.
• Plan and execute meetings and events such as Career Fairs, Teach Montana, On Campus Recruiting, Resume Drop Ins, and other Career related events.
• Develop timelines, system of operations (SOPs) catering, audio/visual support, and materials.
• Provides high-level administrative support to the Career Services office.
• Maintains event calendars, processing purchase requisition and invoices, contracts, room reservations and textbook orders. Organizes various meetings throughout the year.
• Maintains event calendars, records, and databases; prepares correspondence and documentation; processes purchase requisitions and invoices; tracks contracts and approvals; and supports post-event reporting and documentation.
• Help the Assistant Director of Industry & Employer Relations with communication of event logistics to vendors, venues coordinators, and internal partners to execute events.
• Manages, trains, and supervises student associates and event volunteers.

Required Qualifications

• Demonstrated experience in program development, management, implementation and delivery assessment and with a high degree of professionalism.
• Demonstrated technical competence using personal computers and various software such as word processing, spreadsheets, presentation software & relational databases with a willingness to learn additional department and MSU specific software and programs.
• Demonstrated experience with, managing databases, analytics, and using quantitative metrics to baseline projects
• Bachelor's Degree or an equivalent combination of education and/or experience.

Preferred Qualifications

• Master's degree.
• Experience with labor and industry, recruiting, human resources or career/professional coaching or training.
• Demonstrated experience in coordinating multiple initiatives while working with various constituents bringing project to a successful completion.
• Demonstrated experience with developing content and its delivery to various audiences.
• Possess knowledge of the higher education system and related services.

Skills and Abilities

• Experience in higher education or nonprofit settings
• Knowledge of event management software and registration systems
• Experience managing event budgets
• Strong organizational and time‑management skills
• Excellent written and verbal communication skills
• Ability to work independently and collaboratively
• Professional customer service orientation
• Flexibility to work evenings and weekends as required

Pay

Starting at $22.52 per hour, commensurate with experience, education, and qualifications.

Schedule

This position will require occasional scheduled evening and potential weekend hours to host events and interact with students.

This position has supervisory duties.