What are the responsibilities and job description for the Assistant Director for Events and Conference Services position at Montana State University Billings?
Position Information
NBAPOSN Title
Working Title Assistant Director for Events and Conference Services
Brief Position Overview The Center for Engagement (CFE) is the heart of student life at Montana State University Billings (MSUB), connecting students with student organizations, events, and community-based activities that enable them to achieve their academic, career and personal goals. CFE also serves MSUB and the external community by providing exemplary customer service and facilitating quality events. For more details about CFE, visit https://www.msubillings.edu/engagement/
Position Number
Department Center for Engagement
Division Student Access and Success
Appointment Type Professional
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA
Union Affiliation Exempt from Collective Bargaining
FTE 1.0
Benefits Eligible Yes
Compensation Annual
Salary Salary range of $ 52,000 to $ 54,000 annually, commensurate with experience, education, and qualifications
Contract Type LOA
If other, please specify
Recruitment Type Open
Position Details
Preferred
General Statement Montana State University Billings is a preferred employer in the region-WE WANT YOU!The following are reasons why you should join our team:
Work-life balance Holidays-10 paid holidays per year and 1 Floating Holiday Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases) Sick Leave - Earned at an accrual rate of .0416125 for each hour in pay status. Employee and Dependent Tuition Waiver Opportunities to engage in professional development opportunities Committed to employee wellness and access to a robust Employee Assistance Program Medical Benefits that are robust and affordable Visit MUS Benefits to learn more about our benefit package including Medical, Vision, and Dental Life Insurance and Long Term Disability are incorporated into our benefits Learn more about our retirement benefits at MUS Retirement
Opportunities for career growth and a variety of career paths Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc. Beautiful campus environment that features our MSUB Mile walking path
Duties and Responsibilities
DUTIES and RESPONSIBILITIES:The Center for Engagement is seeking an Assistant Director for Events and Conference Services to oversee the logistics, operations, and scheduling of year-round events and conferences at Montana State University Billings. This role ensures the efficient and effective use of campus facilities and grounds while optimizing resource utilization and revenue generation.Key responsibilities include: Managing all aspects of event and conference logistics, including room configurations, technology support, and on-site coordination. Supervising, onboarding, scheduling, and training a team of part-time student building managers to ensure effective operations and support the goals of the Center for Engagement and its customers. Overseeing the University's scheduling and reservation services for administrators, faculty, staff, students, and external clients. Assisting with event requests and developing use agreements to ensure compliance with University policies and best practices. Utilizing event management software to streamline scheduling, reservations, and operational processes. Developing and implementing University event reservation policies, procedures, and guidelines to enhance efficiency and customer experience. Providing exceptional customer service and problem-solving support in a professional manner. Supporting major University-sponsored and externally-sponsored events, including summer camps and conferences. Identifying opportunities for revenue growth and process improvements within event and conference services while actively marketing spaces and services to attract new business. Serving as the primary on-site and on-call contact during events, including evenings, early mornings, and weekends. Supporting Center for Engagement events, programs, and initiatives. Serving on various campus committees, including serving as Chair of the Event Operations Committee, and supporting other initiatives as assigned by the Director of the Center for Engagement. Supporting long-term planning goals and advising on facility and equipment upgrades. This salaried, exempt position reports to the Director of the Center for Engagement and requires flexibility in scheduling to support the dynamic nature of event operations.
PHYSICAL DEMANDS
Sitting Standing Bending Climbing stairs Walking Working in front of computer most of day (hearing, seeing, reading, analyzing) Typing Notetaking Multitasking Student and customer interactions Verbal and written communication Lifting 50 pounds with or without assistance
This job description is not designed to be an all-inclusive listing of activities, duties, or responsibilities required of the employee. There may be other duties as assigned.Background checks are required prior to employment offers.
Required Qualifications - Experience, Education, Knowledge & Skills
Education Required
Bachelor's degree in event management, hospitality, business administration, communications, or a related field.
Experience Required
Professional experience in event coordination or a related field. Experience providing customer service in a fast-paced, professional setting. Excellent communication skills, including effective writing, speaking, and active listening. Proficiency in Microsoft Office Suite, including Word and Excel. Professional demeanor with the ability to represent the department courteously and professionally.
Experience Preferred
Preferred Qualifications - Experience, Education, Knowledge & Skills
Three (3) or more years of experience in event planning, conference services, facility management, or a related field. Experience working in higher education or a similar institutional setting. Knowledge of event logistics, including room configurations, audiovisual technology, and catering coordination. Experience using event management or hospitality software. Experience developing event reservation policies, procedures, and guidelines. Experience designing and disseminating promotional materials. Experience identifying opportunities for revenue growth and operational efficiencies.
The Successful Candidate Will
Special Requirements
Physical Demands
This position has supervisory duties? No
Posting Detail Information
Announcement Number STAFF - VA - 2500062P
Number of Vacancies 1
Desired Start Date 05/05/2025
Position End Date (if temporary)
Open Date 03/24/2025
Close Date 04/07/2025
Open until filled Yes
Special Instructions Summary
Quick Link for Internal Postings https://employment.msubillings.edu/postings/7407
Diversity Statement Montana State University Billings 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 State University Billings 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, MSU Billings provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran's preference or request accommodation, contact the Human Resources Office, Montana State University Billings, 1500 University Drive, Billings, MT 59101-0298, 406-657-2278, employment@msubillings.edu.MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website: http://www.msubillings.edu/humres/eeos.htm
NBAPOSN Title
Working Title Assistant Director for Events and Conference Services
Brief Position Overview The Center for Engagement (CFE) is the heart of student life at Montana State University Billings (MSUB), connecting students with student organizations, events, and community-based activities that enable them to achieve their academic, career and personal goals. CFE also serves MSUB and the external community by providing exemplary customer service and facilitating quality events. For more details about CFE, visit https://www.msubillings.edu/engagement/
Position Number
Department Center for Engagement
Division Student Access and Success
Appointment Type Professional
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA
Union Affiliation Exempt from Collective Bargaining
FTE 1.0
Benefits Eligible Yes
Compensation Annual
Salary Salary range of $ 52,000 to $ 54,000 annually, commensurate with experience, education, and qualifications
Contract Type LOA
If other, please specify
Recruitment Type Open
Position Details
Preferred
General Statement Montana State University Billings is a preferred employer in the region-WE WANT YOU!The following are reasons why you should join our team:
Work-life balance Holidays-10 paid holidays per year and 1 Floating Holiday Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases) Sick Leave - Earned at an accrual rate of .0416125 for each hour in pay status. Employee and Dependent Tuition Waiver Opportunities to engage in professional development opportunities Committed to employee wellness and access to a robust Employee Assistance Program Medical Benefits that are robust and affordable Visit MUS Benefits to learn more about our benefit package including Medical, Vision, and Dental Life Insurance and Long Term Disability are incorporated into our benefits Learn more about our retirement benefits at MUS Retirement
Opportunities for career growth and a variety of career paths Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc. Beautiful campus environment that features our MSUB Mile walking path
Duties and Responsibilities
DUTIES and RESPONSIBILITIES:The Center for Engagement is seeking an Assistant Director for Events and Conference Services to oversee the logistics, operations, and scheduling of year-round events and conferences at Montana State University Billings. This role ensures the efficient and effective use of campus facilities and grounds while optimizing resource utilization and revenue generation.Key responsibilities include: Managing all aspects of event and conference logistics, including room configurations, technology support, and on-site coordination. Supervising, onboarding, scheduling, and training a team of part-time student building managers to ensure effective operations and support the goals of the Center for Engagement and its customers. Overseeing the University's scheduling and reservation services for administrators, faculty, staff, students, and external clients. Assisting with event requests and developing use agreements to ensure compliance with University policies and best practices. Utilizing event management software to streamline scheduling, reservations, and operational processes. Developing and implementing University event reservation policies, procedures, and guidelines to enhance efficiency and customer experience. Providing exceptional customer service and problem-solving support in a professional manner. Supporting major University-sponsored and externally-sponsored events, including summer camps and conferences. Identifying opportunities for revenue growth and process improvements within event and conference services while actively marketing spaces and services to attract new business. Serving as the primary on-site and on-call contact during events, including evenings, early mornings, and weekends. Supporting Center for Engagement events, programs, and initiatives. Serving on various campus committees, including serving as Chair of the Event Operations Committee, and supporting other initiatives as assigned by the Director of the Center for Engagement. Supporting long-term planning goals and advising on facility and equipment upgrades. This salaried, exempt position reports to the Director of the Center for Engagement and requires flexibility in scheduling to support the dynamic nature of event operations.
PHYSICAL DEMANDS
Sitting Standing Bending Climbing stairs Walking Working in front of computer most of day (hearing, seeing, reading, analyzing) Typing Notetaking Multitasking Student and customer interactions Verbal and written communication Lifting 50 pounds with or without assistance
This job description is not designed to be an all-inclusive listing of activities, duties, or responsibilities required of the employee. There may be other duties as assigned.Background checks are required prior to employment offers.
Required Qualifications - Experience, Education, Knowledge & Skills
Education Required
Bachelor's degree in event management, hospitality, business administration, communications, or a related field.
Experience Required
Professional experience in event coordination or a related field. Experience providing customer service in a fast-paced, professional setting. Excellent communication skills, including effective writing, speaking, and active listening. Proficiency in Microsoft Office Suite, including Word and Excel. Professional demeanor with the ability to represent the department courteously and professionally.
Experience Preferred
Preferred Qualifications - Experience, Education, Knowledge & Skills
Three (3) or more years of experience in event planning, conference services, facility management, or a related field. Experience working in higher education or a similar institutional setting. Knowledge of event logistics, including room configurations, audiovisual technology, and catering coordination. Experience using event management or hospitality software. Experience developing event reservation policies, procedures, and guidelines. Experience designing and disseminating promotional materials. Experience identifying opportunities for revenue growth and operational efficiencies.
The Successful Candidate Will
Special Requirements
Physical Demands
This position has supervisory duties? No
Posting Detail Information
Announcement Number STAFF - VA - 2500062P
Number of Vacancies 1
Desired Start Date 05/05/2025
Position End Date (if temporary)
Open Date 03/24/2025
Close Date 04/07/2025
Open until filled Yes
Special Instructions Summary
Quick Link for Internal Postings https://employment.msubillings.edu/postings/7407
Diversity Statement Montana State University Billings 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 State University Billings 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, MSU Billings provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran's preference or request accommodation, contact the Human Resources Office, Montana State University Billings, 1500 University Drive, Billings, MT 59101-0298, 406-657-2278, employment@msubillings.edu.MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website: http://www.msubillings.edu/humres/eeos.htm
Salary : $52,000 - $54,000
