What are the responsibilities and job description for the Program Coordinator for the Office of TRIO Programs position at Montana State University Billings?
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 includingoMedical, Vision, and DentaloLife Insurance and Long Term Disability are incorporated into our benefitsoLearn 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 pathJoin a Mission-Driven Team Making a Difference in Students’ Lives!TRIO Educational Opportunity Centers (EOC) is seeking a talented and detail-oriented professional who enjoys connecting with others and outreach to join our team as Program Coordinator for TRIO EOC. This is a dynamic and rewarding role at the heart of a program that supports first-generation, low-income, and underrepresented students in achieving their educational goals.As the Program Coordinator, you will play a vital role in providing administrative services, outreach to potential students, interacting with others, and making a difference in people’s lives.This role oversees application intake and processing, completion of administrative forms, while serving as the main point of contact for the TRIO EOC program that directly first-generation and income eligible adults who want to obtain their HiSet/GED, enroll in college or trade school, and may be or formerly were incarcerated.This person will be instrumental in helping the Associate Director of TRIO EOC with outreach activities in Billings and the surrounding area. Some travel in the TRIO EOC service area of South-Central and Eastern Montana will be necessary.TRIO EOC provides financial literacy education, assistance completing the FAFSA, and much more. The Program Coordinator is an important part of the MSUB Office of TRIO Programs ensuring that the EOC program meets federal grant objectives and provides meaningful support to eligible participants.This position is ideal for someone who thrives in a fast-paced, student-focused environment, can successfully work in different offices throughout Billings and at times the surrounding area, and enjoys working collaboratively to support meaningful outcomes. We’re looking for a proactive problem-solver with strong organizational and communication skills, and a passion for creating positive change.If you’re ready to be part of a dedicated team that empowers students and makes a lasting impact in their future and the community’s, we encourage you to apply!DUTIES and RESPONSIBILITIES:
- Assist in the planning and execution of student engagement activities, outreach events, and information sessions—including occasional evening and weekend events - as designed and directed by the Associate Director. Some evening and weekend events as well as travel in the EOC region is expected.
- Oversee daily office operations, including recordkeeping, file management, scheduling, and internal communications.
- Manage the intake and application processes for TRIO EOC, ensuring timely eligibility review and accurate data entry into Blumen databases.
- Proficient in Microsoft Office Suite and experienced with data management systems such as Blumen, Banner, other institutional databases, or similar.
- Serve as the primary point of contact for TRIO EOC handling phone, email, in-person, text, and virtual (Microsoft Teams) inquiries with professionalism and warmth.
- Ability to provide a welcoming and efficient office environment and foster a productive work environment.
- Coordinate all incoming and outgoing correspondence, including drafting and distributing reports, memos, getting mail, confidential faxes, and email communications on behalf of TRIO EOC.
- Monitor and reconcile program budget; support financial tracking, purchasing, invoicing, and reimbursements for the TRIO EOC program.
- Provide administrative support to department leadership, including meeting coordination, calendar management, travel arrangements, and note-taking.
- Maintain and update internal communication tools with other OTP administrative staff, such as bulletin boards, TV monitors, and shared resources.
- Work closely with the Office of TRIO Programs and other TRIO Program Staff
- Opportunities for professional development will be offered through both MSUB and external organizations such as TRIO ASPIRE, including the possibility of attending state and regional conferences.
- Other duties as assigned.
- Funding for this position is contingent upon federal grant funds.QUALITIES:
- Adaptable and Efficient Multitasker: Thrives in dynamic environments by skillfully balancing multiple responsibilities. Flexible in responding to shifting priorities while maintaining attention to detail and delivering high-quality results.
- Outstanding Customer Service: Approaches every interaction with empathy, professionalism, and a can-do attitude. Handles challenging situations with grace and ensures every participant feels supported and heard.
- Flexible and Resilient: Easily adjusts to changing circumstances and new challenges. Maintains a positive attitude and effectiveness under pressure, contributing to team stability and success during periods of transition or uncertainty.
- Personable and Collaborative: Excellent interpersonal skills and the ability to build strong, positive relationships with various individuals and teams.
- Self-Motivated and Proactive: Demonstrates a strong sense of initiative and a results-driven mindset.
- Strong Oral Communication: Communicates clearly and confidently in a variety of situations. Listens actively, asks thoughtful questions, and contributes meaningfully in meetings and discussions.
- Exceptional Written Communication: Crafts clear, engaging, and error-free written content tailored to different audiences. Comfortable presenting data, editing with care, and interpreting complex information.
- Reliability & Punctuality: Shows up on time, every time—dependable and ready to contribute from the start of the day.PHYSICAL DEMANDS: Office environment including sitting, standing, computer use, telephone use, lifting up to 20 lbs.Education Required:
- Three years of office administrative experience; OR any equivalent combination of education, experience, and training which provides the necessary knowledge, skills, and abilities. Education Preferred:
- Bachelor’s degree (or currently working toward a Bachelor’s degree).
- Experience working with TRIO programs and/or with individuals who are low-income, first generation, and/or disabled. Applicants will be reviewed and interviewed on an ongoing basis after the screening date. The screening date begins 10 calendar days after a position is posted on the employment website. 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.htmTO APPLY: https://employment.msubillings.edu/postings/7555
