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Job Details

Community Education Program Coordinator II Helena College

Company name
The University of Montana

Helena, MT, United States

Employment Type

Counseling, Education

Posted on
Jun 01, 2023

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Application instructions are located at the bottom of the page. Please apply directly through the University of Montana's career portal UM Jobs at for positions at the University of Montana – Missoula, University of Montana Western (Dillon), and Helena College. Do not apply through or use easy apply through*.

Helena College University of Montana a comprehensive two-year college, provides access to and support of high quality lifelong educational opportunities for our diverse community. Helena College is seeking qualified applicants who wish to become part of a dynamic and creative team for a full-time position as a Program Coordinator II

Helena College Community Education Center extends the resources of the college by providing a wide range of high quality non-credit training and educational opportunities, developed and delivered in response to the community – for individuals, businesses, and families. This position reports to the Director of Community Education Center & SBDC.

Duties and Responsibilities

This position is responsible for providing daily administrative support for the Community Education Center Department.

Provides daily program support

Assist Director and, in particular, the Program Coordinator I in all aspects of running a successful Continuing Education program to include:

Ordering clerical and program supplies and textbooks

Updating and maintaining program files for Continuing Education.

Provide photocopying.

Take notes at meetings and produce minutes.

Assist Program Coordinator | with Continuing Education instructor payroll and data collection as needed

Maintain confidentiality regarding all information received and distributed through the program offices.

Assist Program Coordinator in tracking students, instructors, payments, material costs, and class information.

Create and File Reports

Submit Reimbursement Ledger Reports files

Examine and provide student and course trend reports

Provide Computer Service

Use Microsoft Office (Word, Excel, Outlook, TEAMS) to assist with document production, including charts and graphs as requested and tracking expenditures and budgeting under the direction of the Program Coordinator

Maintain electronic calendar and tickler file to track scheduled meetings, appointments and class schedules

Assist in development and distribution of marketing materials, including brochures, flyers, etc.

May assist in maintenance of website including but not limited to registration software (CampusCE), Helena College Website and Social Media.)

Banner and UMDW

Register students for classes with Ed2go and UgotClass

Assist in program coordination

Assist in documentation

Communication and Marketing

Recruiting students and instructors

Attend off campus recruiting events and meeting

Maintain lists of potential and future students

Help develop new classes that meet the needs of the community and recruit instructors

Maintains communications with key individuals for all programs and activities

Assists with distribution of marketing materials as directed

Attends council and committee meetings as directed

Assist in travel arrangements for presenters as needed

Maintain participant database, collecting and depositing membership and registration fees

Ensure program receipts are accurately accounted for and deposited with the Business Office in a timely manner.

Process refunds and purchase forms.

Support tracking procedures for instructor payments, membership course registration, operating costs and other business associated details

Assists in developing program, campus and community liaisons including the CEC Advisory Board

Assists in gathering and organizing resources to enhance the execution of this complex program including all Allied Health courses, CDL and Massage Therapy programs.

Massage Therapy -order over 30 textbooks, work with publishers and instructors to create and maintain access to textbooks.

Order Massage Therapy supplies and room equipment

Document and track Educational Supply Usage and procure orders

Developed onboarding process for SBDC clients and provided assistance to SBDC clients.

Run General Ledger Reports in UMDW.

Work with 3° party sponsors to provide course information and create invoices.

Review and approve student applications for all career training programs.

Participate in the administration of operating policies and procedures

Supports strategic planning and decision making for the testing center, senior programming and enrichment

Help plan and facilitate “Thursday at Helena College” Events

School Certifying Official SCO for veteran's benefits

Complete applications for new program/training approval for veteran's benefits.

Provide training and educational support and creation of educational materials

Assist with writing and developing grant applications

Administering grant allocations

Maintain the SBDC onboarding process for new clients

Authorized MT OPI Renewal Unit Provider

Create and maintain list of eligible events for renewal units

Create and sign renewal unit certificates

Testing Center Coordinator

Manage scheduling software for Bookings to include scheduling, updates changes, sharing information with other proctors and staff. Train proctors on how to view schedule.

Coordinate schedules for students and proctors for the following tests: AccuPlacer, Accomodated, Make-up testing, TEAS Tests, Metro Institute (Department of Agriculture), National Healthcare Association (NHA_, Boiler Maker Exams, Apprenticeship Testing, and students for non-Helena College students or community members.

Act as liaison with AT! Testing, Metro Institute, National Healthcare Association and AccuPlacer to troubleshoot issues or problems with either program and to update and implement changes.

Order tests and complete invoices for AccuPlacer tests as needed.

Maintain appropriate proctor certifications, monitor and assist other proctors in training and achieving certifications required for proctoring.

Enter AccuPlacer scores into BANNER

Oversee payments of students.

Maintain data on the number and types of tests proctored at Helena College

Create and maintain a testing space that is accessible with accommodation availability

Ensure Testing Center space is clean and of sound condition according to guidelines and accreditations

Create and maintain Testing Center policy and procedures according to specific testing requirements and guidelines

Facilitate the Testing Center maintenance and perform requests as needed for the fiscal space

Research and report on other tests that may be appropriate to be given at Helena College.

Manage National College Testing Association membership and maintaining requirements to meet NCTA standards.

Assist with CDL 3 party Testing administration including registration, calendaring and correspondence.

Register successful CDL student student's information in to the National Online Training Registry Database.

Updated testing correspondence and testing services website for instructors, students and community

Ensure that Testing Services meets the Standards and Guidelines as members of the National College Testing Association. Manage membership of the NCTA.

Minimum Qualifications

Associate’s degree, or a high school diploma and at least two (2) years’ experience directly related to the Duties and Responsibilities listed above or an equivalent combination of education and experience as determined by the hiring authority.

Benefit and Salary Information

$16.53- $20.66 per hour.

Benefits include a comprehensive and competitive group benefits package including medical and life Insurance package, mandatory retirement plan, full tuition waiver for employee, partial tuition waiver for dependents, professional development, and wellness program.

Union Information


Company info

The University of Montana
Website :

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