Associate Director - External Relations

Montana State University - Office of Student Engagement; Bozeman (MT); On-site; USD 80,000 - 110,000; Full time

Job summary

Montana State University’s Sports Facilities team seeks an Associate Director – External Relations to oversee externally facing functions for multi-use venues and major events, including concerts and shows. The role will be the primary liaison with promoters, manage contract writing, and collaborate with the accounting team on event estimates and revenue forecasting.

The position leads the Event Management and Guest Services operation, supervises staff across multiple roles, and works with

Qualifications

• Bachelor’s degree in Business Administration/Management or Sports Management with substantial event management experience.
• Experience booking, negotiating, and contracting live entertainment events.
• Proficient computer skills with common software packages.
• Progressively responsible experience supervising and leading teams.

Responsibilities

• Acts as primary booking contact for concerts and major shows; builds relationships with promoters and negotiates deals.
• Writes contracts for concerts and events and coordinates with accounting for event budgeting and revenue forecasting.
• Leads Event Management and Guest Services and maintains reservation systems to ensure high service levels.
• Supervises staff including hiring, training, scheduling, payroll, and performance evaluations.

Skills

Team Leadership

Budgeting

Event Management

Contract Negotiation

Relationship Building

MS Office

Education

Bachelor's degree in Business Administration/Management or related field

Experience in facilities management or sports/events

Job description

Position Details

Position Information

Announcement Number STAFF - VA - 27096 For questions regarding this position, please contact:

Search Support at [e-mail] or 406-994-6468

Classification Title

Managing Director

Working Title

Associate Director - External Relations Brief Position Overview

Join the Sports Facilities team! The Associate Director will provide responsible management of key externally facing functions necessary to operate multi-use facilities, and the events held within them. They also act as the primary booking contact for concerts and major shows.

Position Number 4C5152 Department Brick Breeden Fieldhouse Division Auxiliary Services Appointment Type Professional Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Exempt Union Affiliation Exempt from Collective Bargaining FTE 1.0 Benefits Eligible Eligible Salary Salary commensurate with experience, education, and qualifications. Contract Type MUS If other, please specify Recruitment Type Open

Position Details

General Statement

Sports Facilities is responsible for the management of MSU’s multi-building/multi-use high profile complexes – the 8,000 seat Brick Breeden Fieldhouse, the Student Wellness Center, the 17,700 seat Bobcat Stadium, and the Kagy/7th fields. These multi-purpose facilities meet the varied needs of the campus and the community. The department provides services for Athletics, Recreational Sports and Fitness and Intramurals, and Health and Human Development, as well as hosting many events/concerts that come to campus.

Duties and Responsibilities

• Performs as the primary booking contact for concerts and major shows:
  • Maximizes both existing and new relationships with local, regional, and national promoters.
  • Oversight of all negotiations that occur with promoters as well as preparing deal analysis.
  • Writes contracts for all concerts and shows.
  • Coordinates with the Sports Facilities accountant to oversee the development of event estimates.
  • Produces financial recaps for events, including maintaining historical data such as ticket sales, drop counts, and per cap revenues.
• Oversight and leadership of the Event Management and Guest Services operation, and the Sports Facilities main office:
  • Promotes a customer first agenda.
  • Ensures maintenance of the reservation system.
  • Ensures staff is trained and that industry safety standards are being met.
  • Leads the direction and vision of each operation to align with industry and MSU standards.
  • Ensures compliance with departmental and MSU policies and guidelines.
  • Monitors staffing levels to meet budgetary goals.
• Provides active supervision and leadership of staff (hiring, training, scheduling, payroll, evaluation etc):
  • Direct supervision of the Event Manager.
  • Indirect supervision of the Guest Experience Coordinator, the Office Manager/Event Scheduler, and 75-100 guest services staff (student/temporary.
• Serve as the primary liaison between Sports Facilities various external partners.
• Works closely with Bobcat Athletics to ensure event needs are met.
• Assists the Director and Sports Facilities accountant with revenue forecasting for large events. Throughout the year, ensures budgetary goals are being met.
• Performs a wide variety of administrative tasks in support of the department including ad-hoc financial reporting. Ensures compliance with all related policies and guidelines.
• Acts as an event manager for assigned events throughout the year. Inclusive of being the point of contact for the client from initial phone call to day of the event.
• As part of the leadership team, assists in the development, implementation, and assessment of short- and long-range goals for the department.
• Assists team with set-up and tear-downs of event equipment and furniture (stacking chairs, folding tables, setting up portable stages, basketball floor, AV equipment, bike racks, etc).
• And actively participates as part of the team while performing other duties in support of the department’s mission.

Required Qualifications – Experience, Education, Knowledge & Skills

• Bachelor’s degree in Business Administration/Management, Facilities Management/Operations or Sports Management plus substantial experience in the daily management of events or an equivalent combination of relevant education and experience.
• Familiarity with the booking, negotiating, and contracting of live entertainment events.
• Proficient computer experience utilizing a variety of software packages.
• Progressively responsible experience supervising and leading teams.

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Master’s degree or advanced certificate in Business Administration/Management, Facilities Management/Operations or Sports Management or a related field.
• Demonstrated experience with event settlement.
• Successful experience working with Intercollegiate Athletics.

The Successful Candidate Will

• Exude enthusiasm, maintain composure under pressure, and have a high level of integrity and customer orientation while interacting with a wide range of individuals from staff to coaches to artists and vendors.
• Comprehensive knowledge of event operations and management, principles and practices of arena, sports, rodeo, conferences, and concert facility management.
• Sensitive to the needs of clients and have extensive knowledge of customer service.
• Have strong computer skills including but not limited to knowledge of Microsoft Office Products, graphics programs, CAD programs, audio editing programs, and scheduling software.
• Possess solid problem-solving skills.
• Effective interpersonal skills with the ability to motivate employees to perform at and sustain a high level of quality.
• Self-motivated, able to adapt to frequently changing priorities, and able to organize and prioritize multiple work assignments and meet deadlines.
• Exercise good judgment and make consistent decisions.
• An understanding of federal and state laws pertaining to public safety and the Americans with Disabilities Act.
• Represent Sports Facilities and its programs in a positive, professional courteous manner

Position Special Requirements/Additional Information

• Must possess a valid driver’s license and meet all State of Montana requirements to operate State/University vehicles. Please do not send a copy of your driver’s license at this time. (If the successful candidate possesses a valid out-of-state driver’s license, the candidate must obtain a valid Montana driver’s license within 60 days).
• Will work evenings, weekends, long hours, consecutive days during busy periods, and occasional holidays as the school and event schedule demands.
• Will work all home football games and major events.
• Will occasionally respond to emergent situations outside of regular hours to trouble shoot as needed.
• Will occasionally work outside and in inclement weather.

Physical Demands

• Normal office, stadium, arena and other athletic venue environments.
• Move about or remain stationary while working for long periods of time.
• Work for long periods of time at a computer or on the telephone.
• Push, pull, bend, move up and down stairs, and maneuver through tight spaces.
• Move items up to 75 lbs, and occasionally up to 100 lbs
• May work at heights.
• Occasionally shovel snow.

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 October 2nd, 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.
• Questions? Contact: Search Support at [e-mail] or 406-994-6468.

This position has supervisory duties? Yes

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.