Program Coordinator II Assistant To The Dean - College Of Education

Position Information

NBAPOSN Title

Working Title
Program Coordinator II Assistant to the Dean

• College of Education

Brief Position Overview

• THIS IS AN INTERNAL POSTING ONLY! *The Program Coordinator II works directly with the Dean of the College of Education to coordinate with units under the Dean's direct supervision, including the Department of Educational Theory and Practice, the Office of Field Experiences and Licensure, and the Montana Center for Inclusive Education. This person will work collaboratively to support these programs while also taking initiative and working independently to gather necessary information.
  
  The Program Coordinator II will manage confidential and sensitive information, plan, schedule and prioritize to meet deadlines, and provide budget support and oversight for the COE. 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
Dean/CEHS

Division
College of Education

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 $ 18.035 to $ 22.169 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:

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

• THIS IS AN INTERNAL POSTING ONLY!*DUTIES and RESPONSIBILITIES: Perform administrative, financial and resource management duties of the Dean's office and the College of Education allowing the Dean to function at a maximum level of efficiency and effectiveness.
  Ensure all needs of the college, faculty, staff and students are met effectively, efficiently, accurately with satisfying results. Gather information, conduct research and compile data for reporting and decision- making needs as requested.
  Participate in strategic decision-making and in the administration of operating policies and procedures affecting the Dean's Office and COE.
  Assist in planning, organizing and coordinating the execution of projects.
  Maintain accurate and comprehensive academic record keeping.
  Monitor and ensure all college deadlines are met in a timely manner.
  Assist in monitoring and updating college website and college bulletin boards.
  Handle all aspects of electronic payroll submission maintenance and accuracy.
  Track faculty teaching credit loads for compliance with CBA and HR regulations.
  Provide customer service to faculty, staff, students, and the University.
  Interact and communicate with administrative offices, student, faculty, public colleagues and the community.
  Maintain Dean's calendar, coordinate and schedule meetings, reserve room locations and make travel arrangements.
  Coordinate college records of meetings and events.
  Coordinate and schedule accreditation agenda site-visits including, meetings, food, transportation and lodging.
  Attend training and development workshops.
  Responsible for University Purchase card.

Manage the College of Education fiscal year budget and college expenditures.
Reconcile and manage college indexes and the fiscal year budget. Follow-up and take appropriate action on discrepancies and corrections as required.
Assist in projecting future spending.
Create appropriate paperwork for expense reimbursements, vendor payments, sponsorships, budget adjustments, budget expenditure corrections and hospitality forms in a timely manner.
Reconcile and track MSUB Foundation accounts.
Create, compile and supply financial documents for accreditation requirement needs.
Create, process and record college travel documents; travel authorizations and expense reports.
Recode purchase card charges and submit appropriate paperwork to Business Services.
Create part-time faculty and extra compensation budgets and ensure College remains compliant with budget projections.
Review course offerings proposed by departments for purposes of budget and faculty credit loads.
Create and submit part-time faculty contracts and EPAF's.
Create full-time faculty EPAF's and approved stipends.
Monitor, reconcile and report expenditures and available funds to COE Professional Development Committee.
Assist college faculty and staff with budgets related to post award administration of internal and external grants

Recruitment and New Hires

Initiate, review and submit recruitment documents.
Organize and schedule on-site and virtual interviews.
Create and schedule candidate agenda and lodging.
Make contact with candidate/new faculty hires and returning part-time faculty regarding reimbursements and required HR paperwork.
Calculate and complete New Hire Recommendation and Determination of Years Worksheets following CBA standards.
Organize and ensure all new hire faculty needs are met; computer, phone, office set up, business cards and computer access.

Faculty, Staff and Students

Maintain faculty files.
Create a faculty evaluation timeline and confirm all deadlines are satisfied.
Schedule Faculty/Dept. Chair/DRTC/Dean evaluation meetings.
Create and mail student honor letters.
Contact via telephone and/or email students not registered offering assistance
Office and Building Management
Serve as acting representative for COE Building Manager role.
Maintain and update building safety procedures, evacuation plans and assist in fire drills.
Handle all needs for building maintenance/custodial issues.
Responsible for issuance and recordkeeping of building keys and university property.

QUALITIES:
Professionalism
Confidentially
Interpersonal skills
Planning skills
Organizations skills
Reporting skills
Data entry
Administrative Writing Skills
Accounting
Managing Processes
Analyzing and Interrupt information/data
.Effective communication both verbal and written
Time management with ability to prioritize and meet deadlines
Problem Solving
Attention to detail and accuracy
Teamwork
Flexibility
Ability to multi-task
Work independently

Required Qualifications

• Experience, Education, Knowledge & Skills
  Education Required:
  Bachelor's degree

Experience Required:

Microsoft Office Skills; Word, Excel, PowerPoint, Publisher, Access
Three years of progressively responsible experience in senior level administrative support positions or any equivalent combination of education and experience
Excellent written communication skills with demonstrated expertise in managing the preparation of document reports forms and professional correspondence
Exceptional organizational skills including development in ministration complex filing systems demonstrated project management experience
Excellent verbal communication skills reflecting a commitment to a team oriented environment the ability to establish and maintain effective working relationships and to provide superior customer service for a diverse student, faculty, staff, administration and community
Experience with the management of electronic spreadsheet and database records and reports and the ability to develop and maintain tracking and reporting systems to produce timely responses and reports for decision makers as required
Knowledge of bookkeeping accounting principles and demonstrated experience in record keeping and reconciliation of complex budgets
Ability to work without supervision be self motivated and have the competence to make decisions
Superior organization and time management skills with ability to multitask include the ability to work with many interruptions while ensuring accuracy and attention to detail

Preferred Qualifications

• Experience, Education, Knowledge & Skills
  Experience Preferred:
  Proficient in MSUB software programs; APEX, ARGO, Finance and Student Banner, BOX, Virtual EMS, FAMIS, Master Calendar, EPass Montana, DocuSign, Change Course Database, PubReg, MSU Switchboard, mylnfo Logan, Email
  Experience working in an Academic environment to support academic programs and students.
  Experience managing a Complex Building

The Successful Candidate Will

Special Requirements

Physical Demands

This position has supervisory duties?
No

Posting Detail Information

Announcement Number
S00942P

Number of Vacancies
1

Desired Start Date
07/08/2024

Position End Date (if temporary)

Open Date
06/27/2024

Close Date
07/03/2024

Open until filled
No

Special Instructions Summary

Quick Link for Internal Postings
https://employment.msubillings.edu/postings/7084

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