What are the responsibilities and job description for the Program Coordinator II for City College position at Montana State University Billings?
Position Details
Position Information
NBAPOSN Title
Working Title
Program Coordinator II for City College
Brief Position Overview
The Program Coordinator II works directly with the Dean of City College to support the mission of the college including support of career and technical programs and workforce development, recruitment, retention, and enrollment. This person will work collaboratively with faculty and staff across four academic departments which include more than 30 industry recognized programs. The Program Coordinator II will manage confidential and sensitive information; plan, schedule and prioritize tasks to meet deadlines; provide excellent customer service, and provide budget and organizational support to the Dean of City College. The Program Coordinator II will maintain and streamline procedures to support the College and its programs. The successful applicant is expected to support and participate in the University’s commitment to continuous quality improvement.
Position Number
Department
CC Dean
Division
City College
Appointment Type
Classified
Contract Term
Semester
If other, specify From date
If other, specify End date
FLSA
Union Affiliation
FOCUS-MFPE
FTE
1.0
Benefits Eligible
Yes
Compensation
Hourly
Salary
Salary range of $ 18.62 to $ 23.27 hourly, commensurate with experience, education, and qualifications
Contract Type
Classified Hourly
If other, please specify
Recruitment Type
Open
Position Details
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:
The following are reasons why you should join our team:
- Work-life balance
- Holidays-10 paid holidays per year and 1 Floating Holiday
- 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 recreation center, library, etc.
- Beautiful campus environment that features our MSUB Mile walking path
Duties and Responsibilities
DUTIES and RESPONSIBILITIES:
The Program Coordinator II will be responsible for the following duties to support the Dean and staff and faculty at City College:
The Program Coordinator II will be responsible for the following duties to support the Dean and staff and faculty at City College:
- Perform administrative duties such as ordering office supplies, being the front line of communication for the Dean’s office, and managing the Dean’s calendar.
- Assist with the management of the college’s budgets and purchasing through Banner including processing of travel authorization, credit card expenditures, Banner Payment Authorizations, Departmental Purchase Orders, and maintaining accurate fiscal records.
- Assist with purchasing, disposal, and maintaining a list of capital equipment at City College.
- Coordinate communication with students, donors, and community members as needed.
- Facilitate faculty textbook ordering each semester.
- Maintain records of course syllabi.
- In support of the Dean and City College faculty, gather and process programmatic information for grants and accreditation reporting requirements and offer administrative support for grants.
- Create reports, spreadsheets, charts, or other correspondence requested for accreditation and programmatic review.
- Review and submit department timesheets.
- Complete human resources and payroll documentation for part-time and full-time faculty.
- Prepare material and agendas for meetings and take meeting minutes.
- Manage logistics for faculty and student meetings and special events, including room reservations, technical support, food and beverages, parking arrangements, etc.
- Support Department Chairs with processing course changes as needed.
- Act as liaison for City College building use, including maintenance and coordination with Facilities Services; serve as a main contact to welcome community members to City College.
- Assist in evaluating, documenting, and streamlining City College procedures.
- Maintain effective communication with City College departments.
- Assist with professional development and faculty travel processes.
- Provide administrative support to the City College Curriculum Committee.
- Coordinate faculty evaluation processes. Maintain records of part-time faculty teaching evaluations.
- Complete administrative duties for workforce development at City College.
- Coordinate shredding process of sensitive documents for City College.
- Coordinate promotional efforts for department activities including emails, posters, press releases, etc.
- Update City College social media accounts in collaboration with other departments as needed.
- Other duties or responsibilities as assigned by the dean.
QUALITIES:
- Strong writing skills
- Effective interpersonal communication skills
- Strong organizational skills
- Exceptional attention to detail
- Effective time management skills
- Proficient with computer office software
- Commitment to maintain confidentiality with sensitive information
- Ability to work collaboratively with communities and organizations outside MSUB
- Ability to represent the college and the university as a professional
- Knowledge of university policies and procedures
- Ability to learn about and follow Collective Bargaining Agreements
- A passion for education that supports individual, economic, and social change
PHYSICAL DEMANDS: Sitting for extended periods, standing, walking, bending, reaching overhead, kneeling, pushing & pulling, crouching/stooping, lifting up to 25lbs, operate office equipment, typing, note taking, multitasking, and 6-8 hours of screen time per day.
Required Qualifications – Experience, Education, Knowledge & Skills
Education Required:
- High School Diploma
Experience Required:
- Minimum of one year of managerial support experience
- Demonstrated excellent oral communication skills (can speak persuasively in positive or negative situations; listen and get clarification; respond well to questions; participate in meetings)
- Demonstrated excellent written communication skills (write informatively; edit work for spelling and grammar; vary writing style to meet diverse needs; present numerical data effectively; able to read and interpret written information
- Demonstrated excellent customer service skills (manage difficult or emotional situations; respond promptly to needs; meet commitments)
- Ability to work with a diverse group of individuals
- Proficiency Word, Excel, Outlook and electronic signature software
- Ability to work collaboratively as well as independently
- Experience working with confidential information
Preferred Qualifications – Experience, Education, Knowledge & Skills
Education Preferred:
- Associate’s degree
Experience Preferred:
- Experience working in a college or university setting
- Experience in community networking
- Experience in planning and developing large group activities and events
- Proficiency in technologies such as digital and social media and video conferencing technology such as Teams or Zoom
- Experience working with Ellucian Banner Software
The Successful Candidate Will
Special Requirements
Physical Demands
This position has supervisory duties?
No
Posting Detail Information
Announcement Number
STAFF - VA - 2500060P
Number of Vacancies
1
Desired Start Date
Position End Date (if temporary)
Open Date
02/27/2025
Close Date
03/13/2025
Open until filled
Yes
Special Instructions Summary
Applicants will be reviewed and interviewed on an ongoing basis after the screening date. The screening date begins 10 calendar days after a position is posted on the employment website.
Quick Link for Internal Postings
https://employment.msubillings.edu/postings/7391
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, employment@msubillings.edu.
MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website: http://www.msubillings.edu/humres/eeos.htm
Salary : $19 - $23
