Program Coordinator II College of Business

Profile

The

College of Business

invites applications for a

Building, Scheduling, & Events Coordinator

(Program Coordinator II)

to join their team on campus. The University of Montana's College of Business is a collegial learning community dedicated to the teaching, exploration, and application of the knowledge and skills necessary to succeed in a competitive marketplace.

The person assigned to this position is part of the College of Business Dean’s Office and reports to the Operations Manager. This position is the first point of contact for everyone entering the Gallagher Business Building and is responsible for the day-to-day building operations of the Gallagher Business Building and the College of Business. It requires a high level of confidentiality and a thorough understanding of the College of Business and Gallagher Business Building’s mission, programs, and protocols, proficiency in campus software, and overall knowledge of The University of Montana, including UM policies and procedures.

This role performs routine and unusual clerical and administrative functions and provides administrative support to multiple staff members, and assists in coordinating special functions in Gallagher Business Building. Specific duties include assisting the Operations Manager with all functions of the Dean’s Office, including, but not limited to prioritizing and directing the workflow from incoming calls and walk-in traffic, purchasing supplies, running and formatting reports, and providing information to internal and external customers. This position schedules all classes in Gallagher Business Building throughout the year, working closely with the department chairs, the Registrar, and other administrators. COB courses and other courses offered on campus are scheduled in the building by this person, as well as any events external to the COB that may request the use of the building and its resources.

The Building, Scheduling, and Events Coordinator oversees building maintenance and projects. This position works independently on the development and execution of ongoing special projects and management of the building operations. As a Building Manager, this position inspects the building daily, informs the supervisor of observed problems, and reports and requests repairs and equipment needs to facility services. This position coordinates maintenance and building renovation from inception to completion by acting as a liaison for the Dean’s Office, vendors, consultants, and University staff.

This position assists the Operations Manager with events management internally and externally, including logistics, budget management, contract negotiation, vendor management, and booking accommodations. This position works closely with the Dean’s Office to ensure COB events are successful for the college and within budget. This position assists in assigning activities of staff members, student workers, and volunteers, to provide one-time or ongoing event planning or promotional services.

Responsibilities include:

Greeting and assisting all visitors, faculty, and staff to the Gallagher Business Building

Works closely with the Operations Manager to plan the Dean’s Business Advisory Council and Student Advisory Council several times throughout the year

Assists the Operations Manager in producing materials for board meetings

Assists the Associate Dean with tasks as requested

Works closely with the Dean’s Office to coordinate, arrange rooms and hosts for Open House events

Executes mass mailings from the dean’s office to donors and other COB contacts

Creates and updates email distribution lists as needed

Manages the in-house database for the COB directory, web directory, and floor directories

Maintains inventory and orders office supplies as necessary

Manages phone lines/orders/repairs for the COB

Assists the Operation Manager and Faculty Assistant in the onboarding of new employees – office preparation, assigning keys, access to online programs, etc.

Manages calendars, use of guest offices and COB guest parking

Serves as the first point of contact for internal and external entities/persons requesting room usage in Gallagher Business Building

Assists in all aspects of large and small events that take place in the College of Business multiple times throughout the year, including tracking of the budget, creating event timeline, assigning duties, managing catering, and assigning duties to those working during the events

Opens the building each morning and ensures all rooms to be used each day are open and ready for use

Schedules classrooms for COB use (internally and externally) while working with the Department Chairs and Program Directors to schedule classrooms for COB courses

Oversees day-to-day building maintenance, including work orders, usage of classrooms, and external usage of the College of Business

Coordinates with UM Registrar’s Office for placement of non-business classes held in GBB

Utilizes campus software for classroom scheduling

Works closely with COB’s IT department to coordinate technology needs for courses and room rentals

Oversees building maintenance, renovation, construction, repair and remodel – planning, schedules, and work orders

Serves as the main contact for UM facility services for building issues

Prepares weekly reports for the Office of Public Safety, Facility Services, all COB staff and faculty, and other concerned parties weekly about GBB weekly schedule

Works closely with the custodial crew

Works with campus and external entities to schedule events in GBB

Serves as back-up for the COB Chairs/Departmental Assistant

Serves on COB's technology team

Required Skills

Demonstrated proficiency in using Microsoft Office software applications, and specifically Outlook, Word, Excel, Access, One-Note, and PowerPoint and the ability to learn new technologies as needed

Ability to communicate effectively in writing and orally

Excellent attention to detail, organizational, multi-tasking, and time management skills

Ability to complete tasks accurately and meet deadlines in a busy environment

Maintain the strictness of confidentiality

Ability to problem solve and make sound decisions

Demonstrated ability to work on projects independently and complete tasks without prompting, and act with initiative and good judgment

Ability to work in a constantly changing environment, with interruptions, and maintain a professional demeanor at all times

Critical thinking, communication, and observation skills that contribute to an ability to anticipate the needs of the College

Experience working with and contracting with vendors, including hotels, restaurants, caterers, florists, photographers, videographers, and musicians

Able to work collaboratively and independently depending on the needs of the project and management

Ability to establish and maintain effective communications with a widely diverse population including faculty, administrators, students, and staff internally as well as throughout campus, and the general public from within the city, state, and country as well international clientele

Expertise in all aspects of event planning and execution

Demonstrated excellent customer service, interpersonal, and professional communication skills including conflict resolution and the ability to communicate effectively with a variety of individuals of varying professions, ages, knowledge, skills, and personality types

Must be willing to work evenings and weekends as required

Minimum Required Experience

High school diploma (or equivalency) in addition to three (3) years of closely related experience planning and executing events; or any combination of experience and education that provides the competencies

Preferred Experience

Bachelor degree in a related field

Knowledge of the University system and policies and programs

General knowledge of campus venues and service providers as well as campus policies and procedures

About the College of Business

The College of Business at the University of Montana creates transformative, integrated, and student-centric learning experiences, propelling our students to make an immediate and sustained impact on business and society. We nurture our students’ innate work ethic to develop confident problem solvers and ethical decision-makers. We pursue thought leadership and collectively create opportunities for a better life for our students, faculty, and staff.

Company info

The University of Montana
Website : https://www.umt.edu