Program & Events Coordinator

Program & Events Coordinator

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

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
• 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 – Experience, Education, Knowledge & Skills:

• 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 – Experience, Education, Knowledge & Skills:

• 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

The Successful Candidate Will:

• 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

Position Special Requirements/Additional Information:

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

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.

This position has supervisory duties? Yes

Posting Detail Information:

Number of Vacancies: 1

Desired Start Date: Upon completion of a successful search.

Position End Date (if temporary):

Open Date:

Close Date: Screening of applications will begin on July 17th 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions: This position is not eligible for new sponsorship.

EEO Statement: Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law. 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.

Applicant Documents

Required Documents:

1. Resume
2. Cover Letter

Optional Documents: