Program Coordinator II UM Housing

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Staff Vacancy Announcement
UM Housing
invites applications for two (2)
Program Coordinator IIs
to join their team, one located at the Housing Office and one located in Aber Hall. The Program Coordinator II will work supervision of the Office Manager, and will assist the UM Housing team with the organization, outreach, departmental marketing, and coordination of the UM Housing summer and winter housing programs, website development, data entry and key management. They will also provide support and assistance with managing the space rentals in the residence halls, and onboarding/offboarding staff, coordinating special events, and general communications. This position requires the ability to take initiative, adapt easily to change, work independently, and be detail oriented.
The Program Coordinator II also serves as the primary departmental receptionist, as well as the assistant to multiple directors. In this role, the person will screen calls, visitors, emails, and correspondence. This position also maintains the Associate Director and Director’s calendars, as well as prepare a wide variety of presentations, forms, documents, and correspondence.
The Program Coordinator will provide direction to summer conference housing staff and winter break housing staff in terms of logistics, training, and operational processes. When working with summer conference groups, the Program Coordinator will have the ability to determine if requests are possible and reasonable by working with staff from across the department. The Program Coordinator will also determine placement for winter break and summer break housing program assignments and any billing for damages, late stays, and early arrivals.
Key duties and responsibilities:
Communicate with conference coordinator prior to conference arrival to organize and finalize conference housing needs on deadline.
Utilize online conference management software (StarRez) to accurately input, update and manage conference details and participant room assignments.
Coordinate the preparation of all necessary materials for a conference arrival and departure such as staff scheduling, custodial linen rosters, participant rosters and residence hall keys.
Perform post-conference follow-up tasks such as final walk-throughs, custodial rosters, and billing updates
Verify conference readiness/departure and smooth check-in/outs by scheduling of tasks and staff resources, walk-throughs and distributing correct conference rosters and information.
Generate hard copy reference materials for each conference for use by other summer staff throughout duration of conference.
Responsible for providing summer staff with critical conference updates, answering questions, and providing regular follow-up with guest’s needs.
Direct the housing check-in & check-out process for conference guests and provide appropriate information to guests with excellent customer service.
Perform administrative tasks with high attention to detail, accuracy and neatness.
Regularly check-in with conference coordinators and custodial teams throughout duration of conference
Create and present training to staff in the Onity (key card access) software.
Serve as the first line for troubleshooting when issues/errors occur in the Onity software.
Responsible for accurate key/keycard management including maintenance of keys.
Serve as the UM Housing user for the Blackboard Access System to revoke and add door privileges, change door schedules.
Respond, resolve, and follow up on prospective students and families concerns/issues while maintaining a positive, high level of customer service at all times.
Respond to inquiries made to the general UM Housing email address.
Produce all paper and electronic program marketing materials including banners, posters, flyers, postcards, DEN slides, various housing emails, and outreach materials.
Responsible for designing the UM Housing website and is the main content writer and editor.
Collaborate to create and maintain signs and bulletin boards for all buildings.
Perform administrative tasks as needed.
Be knowledgeable about general University Residences buildings and operations.
Manage and coordinate the rental of departmental spaces (conference room, Dell Brown room, lobby tables, etc.) including setup needs, contracts, and billing.
Assist with onboarding/offboarding staff within the department (student and full-time staff).
Complete monthly vending reconciliation.
Manage the storage unit rental process for the residence halls.
Assist with Early Arrival, Winter Break, and Summer Session billing.
Assist Assistant Director of Assignments and Occupancy with room change/moves/options letters processes.
Upon completion of training, the incumbent will be a proficient user of StarRez, with the ability to pull reports, train others, and assist with general troubleshooting.
Required Skills
Work effectively and professionally with UM departments, students, parents, community partners and public
Effective communication with program stakeholders
Ability to facilitate and manage working relationships with campus departments, faculty, staff and students
Ability to work productively and professionally with diverse populations
General understanding of university housing operations
Basic Marketing skills
Demonstrate provision of exemplary customer service with effective interpersonal, public relations, and communication skills
Thorough written, verbal, and interpersonal communications
Adaptable and flexible, can handle multiple tasks and projects
Strong organization skills
Ability to think analytically and problem solve
Ability to work independently and as part of a team
Organizational, time management, and multi-tasking skills with the ability to meet deadlines in a busy environment with attention to detail
Proficiency with the Microsoft Office Suite, including Outlook, Word, Excel, website CMS software, and integrated databases (for example, Banner or Access)
Minimum Required Experience
High School diploma and two (2) years of experience or an equivalent combination of education and experience.
Experience with program coordination
Preferred Qualifications
Bachelor’s degree
Experience with computers, website development, public relations, communications
Experience in a university housing environment
About UM Housing
and UM
UM Housing provides safe, clean, healthy and affordable living and learning facilities that foster an inclusive community living environment for students, staff, faculty and guests. UM Housing manages three areas: Residence Halls, Lewis and Clark Village, and University Villages - which provide a variety of housing options for single students, students with dependents, and University guests. Services provided in these facilities support and nurture personal development and educational experiences at **MEMBERS ONLY**SIGN UP NOW***..
**MEMBERS ONLY**SIGN UP NOW***. is flagship, research institution with approximately 10,000 undergraduate and graduate students. It is located in Missoula, a culturally vibrant community of about 75,000, surrounded by mountains and three rivers converge. Abundant recreational opportunities in surrounding state and national forests and nearby Glacier National Park and Yellowstone National Park complement a thriving intellectual atmosphere. **MEMBERS ONLY**SIGN UP NOW***. offers eligible employees a generous benefits package that positively separates UM from other local employers and offers many programs and policies to support work-life balance for its employees.
**MEMBERS ONLY**SIGN UP NOW***. is an Affirmative Action/Equal Opportunity employer and has a strong institutional commitment to the principle of diversity in all areas. In that spirit, we are particularly interested in receiving applications from a broad spectrum of qualified people who would assist the University in demonstrating its five priorities for action
: Place student success at the center of all we do; drive excellence and innovation in teaching, learning, and research; embody the principle of “mission first, people always; partner with place; and proudly tell the UM story.
To learn more about **MEMBERS ONLY**SIGN UP NOW***., Missoula, and the State of Montana, please visit the links below.
University of Montana
Video: Mission First, People Always
UM on YouTube
City of Missoula
Video: There's This Place
Destination Missoula
Missoula Area Chamber of Commerce
The State of Montana
Visit Montana
Position Details
Position Title:
Program Coordinator II
Position Number:
NEW, NEW
Department:
UM Housing
Work Schedule:
Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, 12 months/year
Salary:
$16.535/hr
–
Current employee’s rate of pay for this position will be determined by the staff compensation plan and will minimally be this posted salary. For questions and details regarding the staff compensation plan
, email the
Compensation Department
Union Affiliation:
FOCUS-MFPE
Probationary Period:
Six months minimum
Benefits Include
Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.
Criminal Background Investigation is required prior to the Offer of Employment In accordance with University regulations, finalists for this position will be subject to criminal background investigations. ADA/EOE/AA/Veteran's Preference
Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. References:
References not listed on the application materials may be contacted; notice may be provided to the applicant. Testing:
Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to essential job functions. Employment Eligibility:
All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).

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