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Program Manager, University Center

University of Montana
Montana, United States
Salary Not Specified
Posted Date
Apr 28, 2022

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Position Type
Faculty Positions, Business & Management, Management, Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs, Alumni Affairs, Conference & Special Event Administration, Student Affairs, Other Student Affairs
Employment Type
Full Time
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Staff Vacancy Announcement

The University Center invites applications for a Program Manager to join their team. This position coordinates campus events in a multi-faceted, fast-paced customer service driven environment. This position provides high quality, seamless and exceptional services for clients and initiate conversations to ensure that their needs are being met while on UM’s campus. The Program Manager reports to the Director of CES and works in a team of four. This is a multiple task position that coordinates events full cycle including prospecting, venue/service alignment, scheduling and coordination, contract development with staffing, cost and insurance estimates, day-of on-site management, billing and assessment. The Program Manager works as a liaison between a variety of student, staff, faculty, community and professional clients and multiple university services to assure that all events function smoothly and that the client’s expectations are met while maintaining the policies and integrity of UM.

In coordinating the logistics of events, the Program Manager will oversee activities of staff members such as event set-up and teardown, audio and lighting, building manager, facilities, catering, and volunteers. They are responsible for management and accountability of UM facilities, grounds and its resources. They are expected to work toward a safe and welcoming environment while following campus facility use policies, as well as state and federal law. This position will manage small to large-scale events and actively participate within a team of in-house service providers. This position will help delegate, manage work, support and problem solve with production specialists, other event coordinators and UM services providers for their events or in the absence of the Director. Various times throughout the year, business demands will require work outside of normal 8-5 M-F hours and presence at large-scale events or camps in the evening or on the weekend. When necessary, this position will travel to off-site events and conferences for on-site management.

The position works in a busy office. The Program Manager must be able to work with noise and frequent interruptions and distractions. The Program Manager must be able to work under stressful conditions and with a work group that is transitory in nature (student turnover is frequent). Some evening and/or weekend work will be required. Moving boxes shipped from clients and assisting in room setup and teardown like moving tables and chairs may be necessary to ensure the needs of clients. This position may work outside in various weather conditions, and around large groups of people in small indoor areas.

Specific to this position’s duties beyond daily scheduling and logistic coordination:
  • Lead Program Manager for summer camps and programs working with clients and UM services year-round to prepare for the summer season including: registration services, risk management, overnight housing, group meals recreation and entertainment, transportation and venue scheduling.
  • Oversee CES summer programing staffing, budget oversite, marketing, promotion and campus/Missoula collaborations.
  • Learning and using the Xceed registration software application including building specific registration sites, management of payments and reporting to clients.
  • Work with UM Conference Management services to provide support to conferences on and off campus. This will include travel to support conferences offsite.
  • Teaching event planning skills, guidelines and best practices to student group leaders.
  • Serve as a liaison with appropriate community organizations.
  • Market and promote UM as a conference meeting and event destination.
  • Identify events that are high profile, controversial, and/or high risk.
  • Special projects as assigned.
  • Accurately represent the department and institutional mission and values through behavior and model desired behaviors and teach through example.
  • Manage inventory of supplies, equipment, and services.
  • Research, develop, and manage trends in the hospitality/university industry
  • Recommend changes to policies and procedures that are consistent with the mission of the UC and in congruence with any internal or external policies, regulations, laws, and/or procedures.
  • Provide input on matters within area of responsibility to minimize potential problems, enhance services, increase revenue generation, and improve work processes.
Upon completion of training, the incumbent will have/be:
  • Thorough understanding of sales and marketing in the hospitality industry specifically in the university setting.
  • Thorough understanding of logistics and technology in the hospitality industry specifically in the university setting.
  • Thorough understanding and knowledge of policies, regulations, laws, and procedures as it relates to internal and external customers.
  • Proficient in UM business practices, policies, and procedures for human resources and fiscal management.
  • Thorough knowledge of EMS and Xceed software in order to be the software administrator and capable of providing support and training to other users
  • Working knowledge of the history, philosophy, and mission of student unions and the UC at UM.
  • Knowledge of contemporary issues and trends in higher education, more specifically, in college unions and student involvement/engagement.
  • University Center strategic planning processes and techniques.
  • Understanding of event related risk management guidelines with the ability to communicate and enforce.
  • Proficient use of basic display and audio technology in common venues.
  • Understanding event related access and inclusion guidelines and policies with the ability to communicate and apply.
Required Skills
  • Knowledge of sales and marketing, and logistics and technology, in the hospitality industry.
  • Considerable and current knowledge of revenue generation, projection, and enhancement in the hospitality industry.
  • Ability to effectively manage conflict and/or customer concerns.
  • Understanding of processes associated with policy development.
  • Understanding of possible implications of policy development for the campus community.
  • Ability to apply and interpret policy in a fair and consistent manner.
  • Knowledge, skills, and ability to engage in strategic fiscal and human resource planning.
  • Ability to work effectively with diverse internal and external customers, departments, agencies, and individuals.
  • Strong commitment to confidentiality/discretion.
  • Demonstrate emotional intelligence, including self-awareness, self-regulation, motivation, empathy, and interpersonal skills.
  • Exhibit reliable and honest behavior; practice and model ethical behavior.
  • Promote an atmosphere conducive to cooperation and motivation; contribute productively in group settings and work in teams; active participation in staff meetings, training sessions, staff development workshops and retreats.
  • Excellent interpersonal skills; ability to teach others/share knowledge; and an intrinsic interest in and the motivation to learn without prompting.
  • Ability to communicate openly and honestly while respecting the perspectives of others.
  • Ability to balance the needs of the clients against the capacity of the venue and to derive service, equipment and technical needs.
Minimum Required Experience
  • High school graduation and two (2) years’ professional experience as an event coordinator in the conference and events industry, preferably in a higher education setting, but a hotel or resort setting is acceptable.
Preferred Qualifications
  • Bachelor’s degree in marketing, business, or hospitality management.
  • Experience or education in event management.
  • Demonstrated computer software knowledge, in particular Microsoft Office Suite and diagraming software.
  • Knowledge of or the ability to learn Event Management Software (EMS).
  • Experience working with EMS and other campus software such as Famis.
  • Demonstrated knowledge of the English language, business English (spelling and composition), office practices and office equipment.
About the University Center and UM

The University Center enriches campus life by providing student-focused opportunities, programs, services, and space.

UM Conference & Event Services works with a multitude of clients including students, staff, faculty, community members, and out of region clientele to create successful events on and off of the UM campus. UM Conference & Event Services (CES) is responsible for the scheduling and management of non-academic events on UM property (sans Adams Center and Athletic Complex) both indoors and outdoors, virtual and in person for student, department, administration and non-UM: meetings, special events, conferences, fundraisers, arts/entertainment, social gatherings, education workshops, free speech gatherings, outdoor runs/walks, registration/payment collection services, non-UM sporting events, K-12 events, filming on campus and summer camps and programs. Venues include a dedicated full-service conference center, academic buildings, multi-use outdoor venues and off-site venues. These venues are multi-purpose and meet the varied needs of the campus and greater community. Scheduling over 7000 events and generating 1.7 million in revenue for campus annually, emphasis on a positive and memorable client and attendee experience at UM that translates in retention, recruitment and community relationship building is prioritized along with guest safety and ADA.

The University of Montana is flagship, research institution with approximately 10,000 undergraduate and graduate students. It is located in Missoula, a culturally vibrant community of about 75,000, surrounded by mountains and three rivers converge. Abundant recreational opportunities in surrounding state and national forests and nearby Glacier National Park and Yellowstone National Park complement a thriving intellectual atmosphere. The University of Montana offers eligible employees a generous benefits package that positively separates UM from other local employers and offers many programs and policies to support work-life balance for its employees.

The University of Montana is an Affirmative Action/Equal Opportunity employer and has a strong institutional commitment to the principle of diversity in all areas. In that spirit, we are particularly interested in receiving applications from a broad spectrum of qualified people who would assist the University in demonstrating its five priorities for action : Place student success at the center of all we do; drive excellence and innovation in teaching, learning, and research; embody the principle of “mission first, people always"; partner with place; and proudly tell the UM story.

To learn more about the University of Montana, please visit the links below.

Position Details

Position Title: Program Manager

Position Number: NEW

Department: University Center, Campus Events

Work Schedule: Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, Various times throughout the year, business demands will require work outside of normal 8-5 M-F hours, 12 months/year

Salary: $18.35/hrCurrent employee’s rate of pay for this position will be determined by the staff compensation plan and will minimally be this posted salary. For questions and details regarding the staff compensation plan, email the Compensation Department .

Union Affiliation: FCOUS-MFPE

Probationary Period: Six months minimum

Benefits Include : Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.

Criminal Background Investigation is required prior to the Offer of Employment In accordance with University regulations, finalists for this position will be subject to criminal background investigations. ADA/EOE/AA/Veteran's Preference Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. References: References not listed on the application materials may be contacted; notice may be provided to the applicant. Testing: Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to essential job functions. Employment Eligibility: All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).

How to Apply

Priority Application Date: Thursday, May 19, 2022 by 11:59 PM (Mountain Time)

Complete applications received by the ‘Priority Application Date’ will be guaranteed consideration. The position will remain open until filled. Candidates are required to submit the following materials online via "New Resume/CV" button below

*Please note, only five (5) attachments allowed per application. Please combine documents accordingly.

A complete application Includes:

  1. Letter of Interest – addressing your qualifications and experience related to the stated required skills for the position. A general letter salutation such as “Dear Search Committee” or “Dear Hiring Manager” is acceptable.
  2. Detailed Resume – listing education and describing work experience.
  3. Professional References – names and contact information for three (3) professional references.

Job Location Missoula, Montana, United States
Position Type Full-Time/Regular

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