The University of Montana
Helena, MT, United States
Jun 01, 2023
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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.
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.
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.
The University of Montana
Website : https://www.umt.edu