Program & Events Coordinator

About the role

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

Responsibilities

• Cookbook 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
• Executes an event sponsorship and solicitation strategy and helps 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, processes purchase requisitions 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
• Manages, trains, and supervises student associates and event volunteers

Requirements

• Bachelor’s Degree or an equivalent combination of education and/or experience
• 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

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
• Possess knowledge of the higher education system and related services

Skills

• Experience in higher education or nonprofit settings
• Experience with 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