Program Coordinator II, Vice Provost for Student Success
The Vice Provost for Student Success invites applications for a Program Coordinator II to join their team. This position will provide direct support for the Office of the Vice Provost for Student Success, the Vice Provost for Student Success, the Associate Vice Provost for Student Success, the Director of Budget and Fiscal Affairs and all Student Affairs Directors. The duties and responsibilities require this position to support the advancement of the division’s initiatives and programs; manage office functions in a busy, fast-paced environment; successfully coordinate multiple projects simultaneously; evaluate projects and initiatives for quality improvement; analyze and/or research complex situations; organize logistics for meetings and events; supervise student employees; and provide excellent guest service.
The person assigned to this position is expected to show professionalism, initiative, sound judgment, tact, and discretion while performing numerous complex responsibilities and maintaining appropriate confidentiality of office records and information. This position will report to the Vice Provost for Student Success (VPSS) and will also respond to direction and guidance from the Associate Vice Provost for Student Success and the Director of Budget and Fiscal Affairs.
Duties include but are not limited to the following:
- Maintains the calendar and provides administrative support for the VPSS and may assume other scheduling responsibilities for the Associate Vice Provost for Student Success and the Director of Budget and Fiscal Affairs
- Works with the Student Advocacy Resource Center to manage the implementation and ongoing coordination of UM’s prevention education programs; responsible for serving as the primary point of contact for student questions about the programs and for providing accurate and clear communication and response to questions from students and other constituents
- Works with the Vice Provost for Student Success to coordinate the Admissions Review Committee process. Responsible for project management and maintaining a comprehensive tracking system to monitor applicants’ progress through the Admissions Review process and ensure that all necessary documents are submitted; maintains timely and clear communication with applicants about required documents; coordinates with the Admissions Office and other offices to provide timely and accurate information to applicants about deadlines and requirements for the review
- Provides administrative support to the Vice Provost for Student Success in the management of students’ records. Performs Banner searches, assigns and removes registration holds, enters and updates student conduct screens in Banner, Maxient, and other student databases; schedules appointments and provides needed follow-up as directed
- Plans and schedules recurring Division events and manages necessary memberships and licenses
- Responsible for working with UM IT to maintain office technology and assess future tech advancement to improve work place efficiency; provides, as necessary, basic expertise and training and assistance
- Coordinates other projects as assigned by the Vice Provost for Student Success, Associate Vice Provost for Student Success, the Director of Budget and Fiscal Affairs and other Student Affairs Directors
- May assume responsibilities in other VPSS, Division-wide functions and initiatives, including university committees, coordinating and ensuring updates to the Division website, and providing direct support on student cases
- Understands, interprets, and explains relevant University of Montana administrative and fiscal policies, travel procedures, and processes
- Uses a variety of systems and databases, including Banner, UM DataWarehouse, GTO, Cascade, Maxient, Slate, and GrizMart
- Disseminates information through the development of campus communications, memorandums, letters and professional emails
- Administers all travel for the Office of the Vice Provost for Student Success Affairs; prepares itineraries, expense reports and reimbursement forms in accordance with UM policies, procedures, and requirements
- Acts as receptionist, takes phone calls, records messages, and responds to questions about Division initiatives and responsibilities
- Appropriately responds to and directs walk-in traffic; responsible for supervising student staff to ensure adequate coverage of the office during open hours, including for breaks and lunches
- Maintains supply inventory, contacts approved vendors to order supplies; processes paperwork related to supply requests
- Maintains strict confidentiality of office and student records information and holds student staff to the same expectations
- Exceptional time management skills and ability to complete tasks in a timely and efficient manner both independently and collaboratively
- Ability and willingness to take ownership for wide ranging responsibilities with accuracy and thoroughness and to proactively look for ways to improve and monitor work to ensure quality
- Ability to work independently and exercise discretion and sound judgment, in sensitive student, staff, or campus matters
- Ability to successfully coordinate multiple projects simultaneously and to evaluate projects and initiatives for quality improvement
- Ability to react well under pressure, manage competing demands, and adapt well to changing circumstances in a fast turnaround environment; show resourcefulness and work proactively
- Ability to effectively establish and maintain working relationships with peers and constituents at all levels of the university. Must be able to communicate effectively with administrators, faculty, staff, and students
- Experienced and skilled in a variety of computer software applications including Word, Excel, PowerPoint, and Outlook
- Ability to follow required campus policies and procedures
- Demonstrated work ethic that includes integrity, reliability, and a strong sense of responsibility to the office
- Excellent interpersonal oral and written communication skills, including an ability to work with diverse groups of individuals and to establish and maintain good working relationships and good public relations for the office
Minimum Required Experience
- Bachelor’s degree and two (2) years or relative experience or an equivalent combination of education and experience.
- Experience with Banner, UM’s student records database
- Experience with Maxient, UM’s student conduct database
- Familiar with UM’s Prevention Education programs
- Experience with Cascade, UM’s web management tool
- Trained on Notification Dashboard, UM’s campus communication tool
About the Vice Provost for Student Success and UM
The Office of the Vice Provost for Student Success Affairs facilitates student learning by providing high quality programs, services, and developmental opportunities, while fostering an inclusive campus community in support of the educational mission of University of Montana.
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.
Nestled in at the base of Mount Sentinel and on the banks of the Clark Fork River, UM campus is described as one of the most beautiful in the US. The region boasts unparalleled year around recreational opportunities and a vibrant arts and culture community. UM offers a unique opportunity for professional growth in a magnificent environment. 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.
UM provides a culture that values hard work, intellectual curiosity, diversity, collegiality, innovative thinking, and teamwork, making it a great place to grow and develop professionally. Located in the heart of western Montana’s stunning natural landscape, UM attracts first rate teachers, researchers, and students from around the world. A city within a city – with its own eateries, stores, medical facilities, banking and postal services, and zip code – UM has an increasingly diverse population and rich culture.
To learn more about the University of Montana, Missoula, and the State of Montana, please visit the links below.
Position Title: Program Coordinator II
Position Number: 000850
Department: Vice Provost for Student Success
Work Schedule: Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, 12 months/year.
Union Affiliation: None
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: Tuesday, July 27, 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.
A complete application Includes:
- 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.
- Detailed Resume – listing education and describing work experience
- Professional References – names and contact information for three (3) professional references
Job Location Missoula, Montana, United States
Position Type Full-Time/Regular
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