Program & Events Coordinator

Position Overview

The Program & Events Coordinator is responsible for organizing and executing well-planned events that promote engagement among students, staff, alumni, and the community. This role involves managing event logistics, vendor relations, communications, and coordination from the initial concept through to event completion.

Key Responsibilities

• Organize event logistics including room arrangements, signage, check-in desks, and onsite operations.
• Prepare necessary materials for events such as agendas, name tags, information packets, and handouts.
• Maintain scheduling calendars and shared email inboxes to support event and office operations.
• Create standard communications like emails, flyers, and event confirmations using templates.
• Collaborate with the Assistant Director of Industry & Employer Relations to set and maintain event budgets.
• Support the execution of event sponsorship and solicitation strategies, tracking benefits and responses.
• Recruit volunteers and manage volunteer committees to support event planning and communication.
• Plan and manage a variety of career-related events including Career Fairs, Teach Montana initiatives, On-Campus Recruiting, Resume Drop-Ins, and others.
• Develop detailed timelines, standard operating procedures, and coordinate catering and audiovisual support.
• Provide high-level administrative assistance to the Career Services office, including managing calendars, requisitions, invoices, contracts, room bookings, and textbook orders.
• Maintain records, databases, and assist with post-event reporting and documentation.
• Communicate event logistics effectively with vendors, venue coordinators, and internal teams.
• Supervise, train, and manage student workers and event volunteers.

Qualifications

• Bachelor’s degree or an equivalent combination of education and professional experience is required.
• Proven experience in program development, management, implementation, and evaluation demonstrating professionalism.
• Technical proficiency with computers including word processing, spreadsheets, presentations, databases, and willingness to learn new software.
• Experience managing databases and using quantitative data and analytics to inform projects.
• Preferred qualifications include a master’s degree and experience in labor, recruiting, HR, career coaching, or training.
• Proven ability to coordinate multiple projects, work with diverse stakeholders, and successfully complete initiatives.
• Knowledge of creating and presenting content to varied audiences and familiarity with higher education systems and services.

Desired Attributes

• Experience working in higher education or nonprofit organizations.
• Familiarity with event management software and registration platforms.
• Expertise managing event budgets.
• Strong organizational and time management abilities.
• Excellent written and verbal communication skills.
• Ability to work both independently and collaboratively.
• Customer service oriented with a professional demeanor.
• Flexibility to work during evenings and weekends as event schedules require.

Additional Information

The position may require occasional evening and weekend work to support event hosting and student engagement. This job description outlines typical duties but is not exhaustive; duties may be reassigned as needed by Montana State University.

Applicants must be able to perform essential job functions with or without reasonable accommodation. This role includes supervisory responsibilities.

Screening of applications will start on July 17th, 2026 and will continue until a sufficient pool of candidates is identified.

Montana State University is an equal opportunity employer, upholding non-discrimination on various grounds including race, gender, disability, and veteran status. Veteran’s employment preference is provided as applicable.

Application Materials

• Resume
• Cover Letter