Program Coordinator I

Montana State University, United States

Updated: about 10 hours ago
Location: Bozeman, MONTANA
Deadline: ;

Position Details
Position Information


Announcement Number STAFF - VA - 24313
For questions regarding this position, please contact:
Ariel Donohue at 406-994-3004 or[email protected]
Classification Title Program Coord I
Working Title Program Coordinator I
Brief Position Overview
The Office of Diversity and Inclusion (ODI) is seeking a highly organized and motivated individual for the position of Administrative Associate III. The individual in this position will work with students, faculty, and staff, serve as the first point of contact for the ODI, and assist in the daily operations of the unit’s main office.
Position Number 4M0520
Department Provost (Academic Affairs)
Division Office of Academic Affairs
Appointment Type Classified
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA Non-Exempt
Union Affiliation FOCUS-MFPE
FTE Variable , 0.5 FTE to 1.0 FTE
Benefits Eligible Eligible
Salary $21.50 per hour, commensurate with experience, education, and qualifications
Contract Type Classified Hourly
If other, please specify
Recruitment Type Open

Position Details


General Statement
The Program Coordinator I is required to provide a high level of detailed administrative support, customer service, and technical support. This person serves as the first Office of Diversity and Inclusion (ODI) point of contact for students, faculty, staff, and visitors. In addition to professionally and efficiently responding to inquiries via phone, email, and in person, and assisting the ODI staff in numerous capacities, this person provides coverage and is the point person for the day-to-day tasks of the office. The person in this position will interact daily with the Senior Diversity and Inclusion Officer (SDIO), Director of the Diversity and Inclusion Student Commons (DISC), Director of the Women’s Center, students, faculty, staff, and the public.
Because this position is highly visible and people oriented, the person in this position must possess the skills to tactfully and diplomatically respond to a variety of clientele both internal and external to the department and to MSU. This person must also possess the ability to interact effectively and respectfully with an extremely diverse set of constituents to address their needs. The person in this position must be able to develop a thorough knowledge of many MSU policies and procedures, and be able to analyze and interpret these policies in order to ensure appropriate responses.
This position requires the ability to utilize discretion and sound decision making to come to independent decisions, and to handle confidential records and information with discretion.
The Office of Diversity and Inclusion seeks candidates whose experience has prepared them to contribute to diversity and inclusion in higher education.
Duties and Responsibilities
  • Provides administrative and program support to a diverse array of internal and external staff members, faculty members, and students.
  • Serves as the first point of phone and in-person contact for the Office of Diversity and Inclusion. Fields a wide spectrum of diverse and complex questions and follows up on information requests. Educates on diversity and inclusion efforts and offerings.
  • Uses knowledge of university policies and procedures as well as inclusive practice to create and review materials such as marketing and program materials, educational and training materials, and communications.
  • Reviews and approves standard graduate student withdrawal requests and elevates special situations for further review.
  • Manages correspondence and communications with faculty, staff, and students, in coordination with other diversity and inclusion offices/leaders.
  • Manages incoming and outgoing mail, email list serves, phone contacts and other contact lists. Manages internal supplies appropriate ordering of office supplies within budget and logistical needs.
  • Coordinates staff travel in compliance with MSU policies, implementing college/departmental travel and purchasing policies, procedures and best practices to ensure compliance with office, university, state, and/or federal policies, procedures, and/or guidelines.
  • Plans and manages Diversity and Inclusion events and functions with complex or sensitive details including developing cost projections, booking locations, managing calendars and meeting invites, assisting in transportation and lodging reservations, overseeing/managing event budgets, ordering refreshments, sending and retrieving calls and nominations, and gathering and compiling meeting materials.
  • Coordinates with ODI staff on special and recurring events/meetings.
Required Qualifications – Experience, Education, Knowledge & Skills
1. Progressively responsible administrative work experience in a busy office setting with an emphasis on high-level administrative support, or an equivalent combination of relevant education and/or experience.
2. Demonstrated experience working with, facilitating, or interacting with diverse groups or individuals with diverse backgrounds.
3. Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability with a high degree of accuracy and close attention to detail, while maintaining a positive, effective and professional attitude.
4. Demonstrated competence using personal computers and various software such as word processing, spreadsheets, databases, website, presentation and email. Microsoft Office Suite strongly preferred.
Preferred Qualifications – Experience, Education, Knowledge & Skills
1. Experience in event planning including coordination, budgeting and cost projection, tracking invoices and receipts, and leading meetings.
2. Experience with graphic design and/or web content management.
The Successful Candidate Will
  • Demonstrated experience explaining and communicating detailed information to a wide variety of individuals in person, over the phone, and via email.
  • Possess excellent verbal and written communication skills to effectively and confidently communicate and educate staff, students, and the public in person, over the phone, and by email.
  • Demonstrated commitment to learning about and understanding the experiences of a diverse array of constituents.
  • Demonstrated experience performing detailed tasks with a high level of accuracy.
  • Possess the ability to maintain confidentiality of records and information.
  • Possess demonstrated ability to exercise sound judgment in decision making and interpretation when applying organization policies and procedures.
  • Establish and maintain effective working relations with co-workers and other departments and staff across campus.
  • Be able to work independently with minimal supervision as well as work effectively as a member of a team
Position Special Requirements/Additional Information
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
Physical Demands
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties? Yes

Posting Detail Information


Number of Vacancies 1
Desired Start Date Upon successful completion of search
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on or beforeApril 24, 2024 ; however, applications will continue to be accepted until the position is filled.
Special Instructions
Diversity Statement
Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference please complete the veteran’s preference information located in the Demographics section of your profile.
MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: https://www.montana.edu/hr/recruitment/dualcareer.html

Similar Positions