Director - Conference & Event Services

Montana State University, United States

Updated: about 1 month ago

Location: Bozeman, MONTANA

Deadline: ;

Position Details
Position Information

Announcement Number	STAFF - VA - 24284
For questions regarding this position, please contact:	Search Support at [email protected] or 406-994-6468
Classification Title	Program Mgr
Working Title	Director - Conference & Event Services
Brief Position Overview	The Director supervises a high volume conference and event operation serving MSU and the surrounding community.
Position Number	4M1367
Department	Conference & Event Services
Division	Auxiliary Services
Appointment Type	Classified
Contract Term	Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA	Exempt
Union Affiliation	Exempt from Collective Bargaining
FTE	1.0
Benefits Eligible	Eligible
Salary	$75,000 annually
Contract Type	Classified Salary
If other, please specify
Recruitment Type	Open

Position Details

General Statement	Housed in the Strand Union Building, Conference and Event Services (CES) supports MSU and the surrounding community by providing planning and logistical support for conferences, events, meetings, camps and activities through the scheduled and contracted use of the Strand Union Building, Inspiration Hall, and other University assets.
Duties and Responsibilities	Reporting to the Director of the Strand Union Building, the Director of Conference & Event Services oversees and supervises a high volume conferencing and special event operation that contracts for services in the Strand Union Building (SUB) and Inspiration Hall while assisting with securing other locations across MSU and the Gallatin Valley as requested by clients. Provides oversight for the activities of the CES operation of approximately 2,800 events per year (both academic and nonacademic) with participants ranging from 5 to 1500 people. Sample of events include: conferences, special events, student club meetings, receptions, weddings, dinners, auctions, dances, and MSU department meetings. Initiates and directs the ongoing sales of the SUB and MSU facilities with the goal of increasing revenues and the visibility of MSU. Actively works in several event related applications to provide full service for clients. Designs, builds, and maintains client event websites (including supporting registration forms and associated financial management of event funds). Scheduling and booking in non-academic spaces, room diagramming, class room scheduling in academic spaces, and name tags. Collaborates with vendors, other event services personnel, Auxiliaries Services and University Information Technology staff to ensure compliance of applications and data integrity. Facilitates the logistics of event production details: human resource needs, crowd management/law enforcement, space needs, equipment, set-ups, printing, accounting, safety and security and appropriate contingency plans, etc. Manages the CES annual budget and maintains the equipment rental pricing structure. Establishes and maintains departmental procedures and protocols and ensures compliance with University and State of Montana policies. Acts as the point of contact for clients on event day and trouble shoots emergent issues as they arise. Contract and financial management responsibilities: Negotiates contracts for outside vendor services in collaboration with University Procurement. Writes contracts for services as required by clients. On behalf of clients, receives and expends conference monies in accordance with contract agreements. Oversees preparation of event settlements and invoices as produced by the SUB Accounting Analyst. Ensures department is compliant with MSU accounting and financial policy and procedure Oversees the yearly summer conferencing season (May-August) and collaborates closely with University Housing and Culinary Services to provide housing and dining services for summer clients. Directly supervises 3 full-time event coordinators (hiring, training, payroll, evaluating, professional development, etc). Guiding the team with an emphasis on maintaining strong client relations. Assists MSU departments who are bidding for major international academic conferences. Researches and provides data for budget figures, space planning/diagramming, parking, tent/equipment rental, transportation, food, and other event logistics. Develops and maintains the CES short- and long-term strategic plans. Liaison with various campus entities, the public, and the Gallatin Valley Destination Management Organization. Contributes to the success of the department by performing other duties as needed in support of the department’s mission.
Required Qualifications – Experience, Education, Knowledge & Skills	Bachelor’s degree in Business, Communication, Public Administration, Hospitality Management or other related fields plus progressively responsible experience contracting events *or an equivalent combination of education and experience.* Proficient experience using computers and various software applications. Extensive customer relations experience. Demonstrated experience supervising staff.
Preferred Qualifications – Experience, Education, Knowledge & Skills	Professional certification or advanced degree in conference, meeting, or event planning. Experience planning and executing events in a collegiate environment. Direct experience managing large, high-profile, and complex events.
The Successful Candidate Will	Exude enthusiasm and have a high level of integrity and customer orientation while interacting with a wide range of individuals. Maintain current industry knowledge of hospitality and conference trends. Effective interpersonal skills with the ability to motivate employees to perform at and sustain a high level of quality Experience building relationships with clientele, staff, third party vendors, other campus constituents, etc Maintain composure working with a broad spectrum of personalities under stress, pressure, and time sensitive demands of the job. Have excellent communication skills. Exhibit leadership and team building skills. Be self-directed and self-motivated, adapt to frequently changing priorities, and able to organize and prioritize multiple work assignments and meet deadlines. Exercise good judgment and make consistent decisions. Consistently interpret and apply policies and procedures. Be able to develop and implement policies, processes, and procedures in the area of facility management. Effectively operate work related equipment Exhibit excellent problem solving and troubleshooting skills. Reacts quickly to emergent situations. Represent the department and its programs in a positive, professional, and courteous manner.
Position Special Requirements/Additional Information	This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time. Will occasionally work nights, weekends and holidays depending on departmental need and event schedule. Trouble shoots emergent situations outside of regular business hours.
Physical Demands	To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required. Normal office environment. Work for long periods of time at a computer or on the telephone. Occasionally move and place event supplies and materials up to 30 lbs and of various shapes and sizes. Occasionally move tables, chairs and other furniture and equipment during set-ups and tear-downs. Occasionally work outside and in inclement weather.
This position has supervisory duties?	Yes

Posting Detail Information

Number of Vacancies	1
Desired Start Date	Upon completion of successful search
Position End Date (if temporary)
Open Date
Close Date
Applications will be:	Screening of applications will begin on March 19, 2024; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions	Please address the qualifications in your cover letter and resume. Questions? Contact Search Support at [email protected] or 406-994-6468
Diversity Statement	Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples. In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference please complete the veteran’s preference information located in the Demographics section of your profile. MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: https://www.montana.edu/hr/recruitment/dualcareer.html

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