Associate Director - External Relations

Montana State University

Bozeman, Northern (MT, KY)

Hybrid

USD 85,000 - 120,000

Full time

11 hours ago

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Job summary

Montana State University’s Sports Facilities department seeks an Associate Director – External Relations to manage externally facing functions across multiple high-profile venues and events. You will lead booking negotiations, contracts, and event estimates while guiding event management and guest services teams.

The role requires a Bachelor's degree in a relevant field with substantial event-management experience, strong negotiation skills, and proficiency in scheduling and office software.

Qualifications

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.

Responsibilities

The Associate Director – External Relations manages and provides oversight of the externally facing functions for all venues and areas that fall under the span of control of Sports Facilities. Serves as part of the leadership team.
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.

Skills

Event management

Budgeting

Staff supervision

Negotiation

Contract drafting

MS Office / Scheduling software

Education

Bachelor’s degree in Business Administration/Management, Facilities Management/Operations or Sports Management

Tools

Scheduling software

Job description

Please see Special Instructions for more details.

Please address the qualifications in your cover letter and resume.

Questions? Contact: Search Support at auxjobs@montana.edu or 406-994-6468.

For questions regarding this position, please contact:

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

Position Number 4C5152

Department

Division

Division Auxiliary Services

Appointment Type

Appointment Type Professional

Contract Term

Contract Term Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA

FLSA Exempt

Union Affiliation

Union Affiliation Exempt from Collective Bargaining

FTE

FTE 1.0

Benefits Eligible

Salary Salary commensurate with experience, education, and qualifications.

Contract Type

Contract Type MUS

If other, please specify

Recruitment Type

Recruitment Type Open

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

The Associate Director – External Relations manages and provides oversight of the externally facing functions for all venues and areas that fall under the span of control of Sports Facilities. Serves as part of the leadership team.

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

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but as 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.

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

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.

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.

This position has supervisory duties?

Yes

Number of Vacancies

Number of Vacancies 1

Desired Start Date

Desired Start Date Upon completion of a successful search.

Position End Date (if temporary)

Open Date

Close Date

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.

Required Documents