Position Title: Conference and Event Coordinator
Department: University Center
Closing Date: 5pm, Wednesday, February 2, 2011 (Post marked dates are not accepted)
Work Schedule: Full-time, 12 months/year, 1.0 FTE; shift is primarily Mon thru Fri 9am to 6pm
Union Affiliation: Montana Public Employees Association
Probationary Period: Six months minimum
Benefits Include: Insurance package; mandatory retirement plan; partial tuition waiver; professional development/wellness program

Primary Functions

The Conference and Event Coordinator position facilitates a myriad of conference, meeting and event details to ensure that each customer is served in a matter that is indicative of "customer service excellence." This position is responsible for the scheduling of events in the University Center including the communication between various on and off campus entities and internal University Center units to ensure that all services are coordinated accurately. This position reports directly to the Conference and Event Planning Manager. The person in this position must have working knowledge of conference/event logistical standards including standard audio and lighting production knowledge in order to decipher and communicate the needs of the clients. The coordinator must be able to make sound decisions and demonstrate strong problem-solving skills. The individual must be able to work independently and self motivate as well as multitask in a busy office with constant interruptions, noise and distractions. Various times throughout the year, business demands may require that the Conference and Event Coordinator work outside of normal working hours and be present at large-scale events in the evening or on the weekend.

Position will demonstrate: skill in reception and scheduling for the Conference and Event Planning Office; ability to accurately schedule and clarify customer needs and concerns while applying internal and campus policies; ability to effectively communicate and work with administrators, faculty, staff, and students; ability to coordinate groups that use multiple campus venues and services; skill in booking referrals and communicating client needs; ability to act as a liaison between UC technical staff and other UC and campus departments, agencies, contractors, and customers; ability to maintain calendars and keep UC staff appraised of daily priorities; skill in providing direction to UCAL staff on the hiring process which may include hiring temporary staff for specific productions; skill in accurate and timely billing of equipment rental and billable hours for Audio Lighting; ability to ensure that federal copyright laws are adhered to; ability to ensure accurate billing and invoice records; knowledge of routine hospitality industry selling skills and principles in quoting and negotiating prices; ability to assist with the planning, marketing and execution of special communication efforts with clients as well as internal events (i.e. open houses and trade shows); ability to team with others to demonstrate interest and concerns for the UC's overall success in fulfilling its mission; ability to remain current on industry standards and technology trends; ability to balance a variety of tasks simultaneously; ability to coordinate and direct event support staff.

Minimum Job Qualifications
High school graduation and two (2) years of related experience, or an equivalent combination of education and experience

Required Knowledge, Skills, and Abilities

Demonstrated knowledge and experience in conference/event logistical standards

Demonstrated knowledge and experience in customer service in the hospitality industry or related field

Ability to work independently and self-motivate

Ability to set priorities, multitask, and problem-solve amidst constant interruptions

Demonstrated ability to interpret, plan and schedule events utilizing scheduling software Event Management Systems

Effective interpersonal, public relations, and communication skills, including ability to work with a diverse population

Ability to maintain accurate records and files; maintain strict confidentiality

Demonstrated knowledge of standard office practices and procedures; business English, spelling, composition, and grammar

Demonstrated skill in use of personal computers and related word processing, database, and spreadsheet software

Demonstrated skill in the operation of standard office equipment; printers, copiers, fax machine, multi- line phone system

HOW TO APPLY

Cover letter referencing the position title, number, and department and addressing the above-described knowledge, skills, abilities, and job qualifications

Detailed resume listing education and describing work experience

Contact information for three professional references*

One sample of event coordination experience for example: event checklists, task descriptions, event plans, evaluations, fliers, brochures, other announcements or documentation. Please do not submit originals as materials will not be returned

Authorization for Criminal Background Investigation form