Program Coordinator I, School of Visual and Media Arts

The School of Visual and Media Arts invites applications for a Program Coordinator I to join their team. This position coordinates all programming in the School of Visual and Media Arts (SVMA), as well as provides administrative support for the Montana Museum of Art and Culture (MMAC). The workload is split approximately 65% SVMA and 35% MMAC.

First Point of Contact for SVMA and MMAC: Using written and verbal correspondence, the Program Coordinator will manage the day-to-day operations of the school and museum including: fielding the majority of internal and external inquiries from students, faculty, and the UM and Missoula communities. They will provide programmatic information to prospective students and the public and maintain an open office/welcome desk between 8:00 a.m.-5:00 p.m., Monday-Friday (with a one-hour lunch period).

Communication Coordinator: The coordinator will solicit, compile, and disseminate information relative to program activities in the school and museum, including creating consistent, targeted, communications through the development of digital content; coordinate outreach events; provide recruitment materials to prospective and current students; and provide information to the general public about museum programs and activities.

The person assigned to this position must build and maintain positive working relationships with the SVMA faculty, staff, and students, MMAC staff and volunteers, the CAM administrative associate manager and director of fiscal operations, and the Visual and Media Arts professional advisor.

Expectations and Responsibilities Specific to SVMA:

Student Liaison: Requires coordinating with the SVMA Director and Associate Director, as well as the Professional Advisor, to help guide students through their academic programs. Specifically, they will support students by providing general programmatic information to majors, minors, and general education students, and facilitate escalating advising issues to faculty and the professional advisor. A comprehensive knowledge of school and university policies and procedures is needed to direct students to appropriate resources.

Work closely with the Graduate School to assist prospective students with the graduate program application process, including providing information to applicants, managing the applicant pool, and compiling and disseminating materials for faculty review to enable timely recommendations/acceptance to the Graduate School.

Program Support: Knowledge of general office practices, programmatic policy, and University policy governing school operations. Provide program information utilizing university data sources such as Banner Student Record System and UM’s InfoGriz.

Specific duties include:

• Attend faculty meetings and prepare and disseminate the minutes from the meetings, manage the school calendar, prepare and update degree requirement and faculty documents
• Assist Director in submitting course schedule changes to registrar each term
• Maintain program records
• Maintain school calendar of events
• Scholarship: coordinate scholarship application process for students, including communicating opportunities to students, compiling applications for the Scholarship Committee to review, notifying students of outcomes, communicating information to related administrative departments, and overseeing student thank you letters. The position assists the director in drafting and sending thank you letters to donors.
• Advertise, collect, and organize information for the BFA Review
• Organize graduate application review
• Assist in compiling all faculty and school evaluations and preparing them for submission to the Dean’s Office
• Assist director with the creation of promotional materials, such as commencement as well as other SVMA events
• Maintain lists of current students and capture and share alumni stories
• Serve as point of contact for facility issues
• Serve as primary Facility Emergency Coordinator
• Assist with upkeep of office equipment

Expectations and Responsibilities Specific to MMAC:

Program Support: Knowledge of general office practices, programmatic policy, and University policy governing center operations. Provide program information utilizing university data sources such as Banner.

Specific duties include:

• Meet weekly with the Director.
• Answer phones and direct questions to proper channels; monitor museum’s webpage and email traffic; work on correspondence with the MMAC Advisory Council and volunteer committees; order and manage supplies; and place work orders.
• Manage visitor desk in the PARTV galleries along with Chief Gallery Attendant; work with Gallery Attendants and Docents to maintain records of visitors and tours; keep desk orderly and stocked.
• Schedule public tours; communicate with outside groups, museum staff, and Docents to organize all tours.
• Work with Director, Administrative Associate Manager, and MMAC Finance & Fundraising Committee on membership appeals, events, and benefits; receive checks; produce membership cards and thank-you letters; and maintain the membership database.
• Creatively plan and help facilitate museum public events including openings, educational programs, etc., including communicating with off-campus and UM services, ordering food and flowers, managing equipment rental and IT, and organizing staff

Required Skills

• Ability to work in high-stress, multi-task environments
• Strong public relations skills
• Proficient in Microsoft Office, social media, and other relevant software
• Ability to initiate and complete multi-step projects independently
• Ability to maintain confidentiality
• Strong written, verbal, and interpersonal communication skills
• Strong attention to detail
• Ability and willingness to evaluate complex information and make judgements and recommend solutions

Minimum Required Experience

• Bachelor’s degree in business management or an administrative field; or any combination of experience and education that would provide the competencies required to successfully discharge the duties assigned to this position

About UM

The University of Montana is a unit of the Montana University System with over 10,000 students. It is located in Missoula, a culturally vibrant community of about 72,000, surrounded by mountain grandeur which was recently ranked in the “ top 20 best college towns with a population of less than 250,000 ” by the American Institute for Economic Research and ranked 9th in Outside Magazine’s “ The 16 Greatest Places to Live in America” in 2014 . Many national publications recognize Missoula for its high quality of life . 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, Missoula, and the State of Montana, please visit the links below.

• University of Montana
• Video: UM Lifestyles
• University Highlights

Position Details

Position Title: Program Coordinator I

Position Number: NEW

Department: School of Visual and Media Arts

Work Schedule: Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, 12 months/year.

Salary: $13.923/hr

Union Affiliation: FOCUS-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: Monday , March 22, 2021 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.

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