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Montana State University Billings Program Coordinator I in Billings, Montana

Program Coordinator I

Position Details
Position Information

NBAPOSN Title Program Coord I

Working Title Program Coordinator I

Brief Position Overview:
The Office of Educational Access houses the TRIO programs Upward Bound (U, Talent Search (TS), and Educational Opportunity Centers (EOC), which are home to a dedicated team working to increase the college going rates of low income and first- generation participants. The UB, TS, and EOC Office Coordinator coordinates the services, activities, and offerings of the Office of Educational Access and is responsible for developing, organizing, and coordinating office functions; coordinating special projects and offerings;, building and maintaining’ relationships with participants, vendors, and ancillary programs; creating education/information materials; educating participants and participant families on program offerings and content; and supporting grant administrator through functions such as budget reconciliation, database management, office administration, recruitment, and fork study supervision. All programs are funded by the U.S. Department of Education and are situated in the Office of Educational Access In the Division of Student Access &Success at Montana State University-Billings.

Position Number 6N8225

Department Upward Bound and Talent Search

Division Student Access and Success

Appointment Type Classified

Contract Term Fiscal Year

FLSA Non-Exempt

Union Affiliation

FTE 1.0

Benefits Eligible Yes

Compensation Hourly

Salary Salary range of $14.842 to $18.553 hourly, commensurate with experience, education, and qualifications

Contract Type Classified Hourly

Recruitment Type Open

General Statement
Montana State University Billings is a preferred employer in the region- WE WANT YOU!
The following are reasons why you should join our team:

Work-life balance Holidays-10 paid holidays per year and General Election Day Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases) Sick Leave - Earned at an accrual rate of .0416125 for each hour in pay status.

Employee and Dependent Tuition Waiver Opportunities to engage in professional development opportunities

Committed to employee wellness and access to a robust Employee Assistance Program Medical Benefits that are robust and affordable

Visit MUS Benefits to learn more about our benefit package including Medical, Vision, and Dental
Life Insurance and Long Term Disability are incorporated into our benefits.
Learn more about our retirement benefits at MUS Retirement.

Opportunities for career growth and a variety of career paths
Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to r-recreation center, library, etc.
Beautiful campus environment that features our MSUB Mile walking path

Duties and Responsibilities

Responsibilities will include, but are not limited to:

*Office Administration*

Prepare and process university related forms for office staff

Maintain contact With Human Resource office regarding current and new staff

Utilize campus resources such as Banner, EMS, etc .

Update and maintain website content

Order supplies and materials for academic year and summer programs

Maintain Inventory of equipment and supplies for each project

Monitor contracts and maintenance agreements

Implement and coordinate clerical procedures and develop and maintain policies and procedures manual


Revise program applications, brochures, and recruitment materials

Process new participant applications and maintain participant records

Attend participating recruitment meetings, open houses, and classroom presentations

Regularly create and update correspondence to a variety of constituencies

Programs and Activities

Responsible for logistics for events, including large scale programming

Assist advisors in proctoring assessments as needed

Assist advisors and director in chaperoning participants

Travel on college tours as needed

Assist advisors with curriculum development and dissemination

Schedule service-learning projects and workshops for participants in the community

Create and maintain activity calendars for program activities

*Office Budget*

Maintain records and documentation for an annual budget of direct and indirect program funds

Use Banner Financial reports and Excel spreadsheet to reconcile grant funds monthly

Resolve budget and expenditure discrepancies, and compile monthly arid year end budget information for the

Process purchase requisitions and reconcile credit card reports

Assemble data for budget preparation and planning

Monitor systems to ensure budget is in accordance with institutional, state, and federal regulations

Work with the university grant accountant to ensure proper expenditure of funds and reconciling federal budgets

*Reception and Public Contact*

Meet with participants to review completed forms, applications, letters, resumes, financial aid, college registration; advises participants of subsequent actions to take

Adapt communication to the level of recipients

Establish and maintain effective working relationships with participants employees, faculty, other agencies, and the

Act as liaison clarifying Talent Search and Upward Bound’s roles and procedures

Use extensive skills in public relations and in written and oral communication

Create correspondence for distribution to campus and public communities

Attend Talent Search and Upward Bound activities, functions, and meetings

Sets up meeting logistics including reserving meeting points, ordering food and any special equipment

Represents the program and university to a variety of publics with a professional demeanor and appearance

*Office Supervision*

Supervise student employees

Recruit, select and train student employees\

Coordinate and assign student work projects

Database Management

Accurate and complete data entry

Maintain databases for each project

Gather information for tracking participant enrollment and graduation to postsecondary education

*Legislation and Program Regulations*

Assist director In preparing and submitting grant applications, annual performance reports, budgets, and technical reports

Compile, interpret and maintain data needed-to complete reports for the U.S Department of Education and campus

Required Qualifications - Experience, Education, Knowledge & Skills

- Supervisory experience
- Demonstrated experience in Microsoft programs especially EXCEL, database management, web-based applications
-Excellent written and oral communication skills
-Excellent customer service skills
-Ability to work with low-income, first generation and disabled participants

Education Required: Associate’s degree Experience Required: 1 Year

Experience, Education, Knowledge & Skills Preferred:

Education Preferred: Bachelor’s degree
-2 Years experience
-Knowledge of TRIO programs
-Experience with target population.
-Prefer previous work experience within an institution of higher education
-Prior experience in working with federal grants and programs.

Physical Demands: Sitting, standing, walking, bending-over, climbing, reaching overhead, kneeling, pushing & pulling, crouching/stooping, lifting up to 10lbs, typing, note taking, multitasking.

This position has supervisory duties? Yes

Posting Detail Information
Announcement Number S00755P
Number of Vacancies 1.0
Desired Start Date
Position End Date (if temporary)
Close Date 11/16/2022
Open until filled Yes
Special Instructions Summary

Quick Link for Internal Postings

Diversity Statement:
Montana State University Billings is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University Billings makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. In compliance with the Montana Veteran’s Employment Preference Act, MSU Billings provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference or request accommodation, contact the Human Resources Office, Montana State University Billings, 1500 University Drive, Billings, MT 59101-0298, 406-657-2278
MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website:
Applicant Documents
Required Documents
1. Resume (or CV) 2. Cover Letter 3. Letter of Reference 3