Scheduling and Operations Coordinator
Montana State University
Position Details Position Information Announcement Number STAFF - VA - 25271 For questions regarding this position, please contact: Jennifer Cobarrubias
jennifer.cobarrubias@montana.edu Classification Title Recreation Coord II Working Title Scheduling and Operations Coordinator Brief Position Overview This position has direct responsibilities for coordinating all aspects of reservations and outside events hosted in Campus Recreation facilities. Position Number 4M0711 Department Recreational Sports & Fitness Division Division of Student Success Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation FOCUS-MFPE FTE 1.0 Benefits Eligible Eligible Salary Starting at $24.75 per hour, commensurate with experience, education, and qualifications. Contract Type Classified Salary If other, please specify Recruitment Type Open Position Details General Statement Montana State University seeks a dynamic Scheduling and Operations Coordinator. This position reports within Campus Recreation, which aligns with the Student Wellness area, within Student Success. This position will be a crucial part of event reservations and coordination within the new Student Wellness Center, a 165,000 square foot facility that is home to Campus Recreation, Student Health Services, and Counseling & Psychological Services. Student Wellness staff work together as one team to support holistic student health and wellbeing. The Scheduling and Operations Coordinator will report to the Associate Director of Facility Operations.
This position has direct responsibilities for coordinating all aspects of reservations and outside events hosted in Campus Recreation facilities. Other responsibilities include but are not limited to delivering excellent customer service, ensuring appropriate staffing levels, management of the event scheduling program (booking, quoting, billing), and supervision (hire, train, develop, and review) of assigned full-time and part-time student events employees. Duties and Responsibilities Primary Duties (80%): Serves as primary scheduler of Campus Recreation spaces for meetings and activities. Researches, requests, and collaborates available spaces across campus as needed with colleagues within Campus Rec, Associated Students of Montana State University (ASMSU) and various campus community partners and services as needed. Uses excellent interpersonal skills, abilities and customer service skills to build and maintain positive working relationships within the department, University, and community. Provides effective leadership, management, and empowerment while modeling professional and ethical behavior, utilizing department team values. Adheres to and communicates all relevant departmental and institutional policies and procedures and ensures compliance with contract and insurance requirements. Contributes to department wide strategic planning, student development, outreach and recruitment efforts.
Secondary Duties (20%): Manages and coordinates event production (events of up to 500 guests) from initial contact to event execution and assists management in coordinating building hours based on client needs. Works within clients’ budget constraints and writes contracts and estimates expenses for clientele. Diagrams room set-ups and directs human resources during set-up, changeovers and at events as needed and provides onsite event management assistance when necessary/needed. Develops and manages annual budgets for all assigned operational/program areas. Oversees all policy development and implementation, risk management, budget management, and service area related equipment purchasing and inventory while maintaining knowledge of and implementing current industry best practices. Evaluates and assesses practices to make informed decisions and demonstrates area outcomes (i.e. client retention rates, learning outcomes, population specific participation, customer service). Other duties as assigned. Required Qualifications – Experience, Education, Knowledge & Skills Bachelor’s degree in Physical Education, Recreation, Sports Management, Business, Sport Science or an equivalent combination of relevant work experience and education. Demonstrated experience and success in a customer service setting, preferably in an event management, scheduling, sales, membership, fitness, recreation, or wellness-related environment. Preferred Qualifications – Experience, Education, Knowledge & Skills Master’s degree in Physical Education, Recreation, Sports Management, Business, or Sport Science or related field. Prior experience using Innosoft Fusion or other membership/recreation facility management software. Experience in, or demonstrated understanding of collegiate recreation facility operations, professional/student staff oversight and recruitment. Experience with data entry and management, and knowledge of standard computer software programs, including word processing and business applications. Experience in event management. Current certification in CPR/AED or the ability to obtain the certifications within three months of hire (in-house training is available). The Successful Candidate Will Demonstrate a commitment to working with people from all backgrounds in a recreation and wellness setting. Utilize a growth mindset when facing personal and professional development opportunities. Have ability to respond to difficult situations with comprehensive and creative outcomes. Have excellent written and verbal communication skills. Demonstrate initiative and work collaboratively in a team-oriented office environment. Demonstrate the ability to foster student development opportunities. Demonstrated ability to work collaboratively with a variety of university constituencies, including students, faculty, staff, University Related and alumni. Demonstrated ability to use computers for email, word processing, presentations, and spreadsheets. Ability to submit budget requests and budget forecasting for all areas supervised by this role. Position Special Requirements/Additional Information This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time. 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 Applications will be: Screening of applications will begin on February 21, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established. Special Instructions 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 Resume Cover Letter Optional Documents Supplemental Questions
jennifer.cobarrubias@montana.edu Classification Title Recreation Coord II Working Title Scheduling and Operations Coordinator Brief Position Overview This position has direct responsibilities for coordinating all aspects of reservations and outside events hosted in Campus Recreation facilities. Position Number 4M0711 Department Recreational Sports & Fitness Division Division of Student Success Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation FOCUS-MFPE FTE 1.0 Benefits Eligible Eligible Salary Starting at $24.75 per hour, commensurate with experience, education, and qualifications. Contract Type Classified Salary If other, please specify Recruitment Type Open Position Details General Statement Montana State University seeks a dynamic Scheduling and Operations Coordinator. This position reports within Campus Recreation, which aligns with the Student Wellness area, within Student Success. This position will be a crucial part of event reservations and coordination within the new Student Wellness Center, a 165,000 square foot facility that is home to Campus Recreation, Student Health Services, and Counseling & Psychological Services. Student Wellness staff work together as one team to support holistic student health and wellbeing. The Scheduling and Operations Coordinator will report to the Associate Director of Facility Operations.
This position has direct responsibilities for coordinating all aspects of reservations and outside events hosted in Campus Recreation facilities. Other responsibilities include but are not limited to delivering excellent customer service, ensuring appropriate staffing levels, management of the event scheduling program (booking, quoting, billing), and supervision (hire, train, develop, and review) of assigned full-time and part-time student events employees. Duties and Responsibilities Primary Duties (80%): Serves as primary scheduler of Campus Recreation spaces for meetings and activities. Researches, requests, and collaborates available spaces across campus as needed with colleagues within Campus Rec, Associated Students of Montana State University (ASMSU) and various campus community partners and services as needed. Uses excellent interpersonal skills, abilities and customer service skills to build and maintain positive working relationships within the department, University, and community. Provides effective leadership, management, and empowerment while modeling professional and ethical behavior, utilizing department team values. Adheres to and communicates all relevant departmental and institutional policies and procedures and ensures compliance with contract and insurance requirements. Contributes to department wide strategic planning, student development, outreach and recruitment efforts.
Secondary Duties (20%): Manages and coordinates event production (events of up to 500 guests) from initial contact to event execution and assists management in coordinating building hours based on client needs. Works within clients’ budget constraints and writes contracts and estimates expenses for clientele. Diagrams room set-ups and directs human resources during set-up, changeovers and at events as needed and provides onsite event management assistance when necessary/needed. Develops and manages annual budgets for all assigned operational/program areas. Oversees all policy development and implementation, risk management, budget management, and service area related equipment purchasing and inventory while maintaining knowledge of and implementing current industry best practices. Evaluates and assesses practices to make informed decisions and demonstrates area outcomes (i.e. client retention rates, learning outcomes, population specific participation, customer service). Other duties as assigned. Required Qualifications – Experience, Education, Knowledge & Skills Bachelor’s degree in Physical Education, Recreation, Sports Management, Business, Sport Science or an equivalent combination of relevant work experience and education. Demonstrated experience and success in a customer service setting, preferably in an event management, scheduling, sales, membership, fitness, recreation, or wellness-related environment. Preferred Qualifications – Experience, Education, Knowledge & Skills Master’s degree in Physical Education, Recreation, Sports Management, Business, or Sport Science or related field. Prior experience using Innosoft Fusion or other membership/recreation facility management software. Experience in, or demonstrated understanding of collegiate recreation facility operations, professional/student staff oversight and recruitment. Experience with data entry and management, and knowledge of standard computer software programs, including word processing and business applications. Experience in event management. Current certification in CPR/AED or the ability to obtain the certifications within three months of hire (in-house training is available). The Successful Candidate Will Demonstrate a commitment to working with people from all backgrounds in a recreation and wellness setting. Utilize a growth mindset when facing personal and professional development opportunities. Have ability to respond to difficult situations with comprehensive and creative outcomes. Have excellent written and verbal communication skills. Demonstrate initiative and work collaboratively in a team-oriented office environment. Demonstrate the ability to foster student development opportunities. Demonstrated ability to work collaboratively with a variety of university constituencies, including students, faculty, staff, University Related and alumni. Demonstrated ability to use computers for email, word processing, presentations, and spreadsheets. Ability to submit budget requests and budget forecasting for all areas supervised by this role. Position Special Requirements/Additional Information This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time. 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 Applications will be: Screening of applications will begin on February 21, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established. Special Instructions 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 Resume Cover Letter Optional Documents Supplemental Questions
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