Program Coordinator II

Posted: 11/03/2022

Program Coordinator II


\WORKING TITLE: Program Coordinator II

BANNER TITLE: Program Coordinator II


FTE: 1

DIVISION: Academic Affairs

COLLEGE: College of Health Professions and Science

DEPARTMENT: Health and Human Performance

SUPERVISOR’S TITLE: Department Chair of
Health and Human Performance

POSITIONS SUPERVISED: Health and Human Performance Faculty



SOC CODE: 43-6011


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 General Election Day
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 including Medical, Vision, and Dental

Life Insurance and Long Term Disability are incorporated into our benefits.
Learn 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 path

SUMMARY: This position serves as the program coordinator for the Department of Health and Human Performance and provides accurate and helpful information, services and technical assistance to the department chair, faculty, students, staff, and the public in a professional and friendly manner. This person performs essential academic, financial, administrative, facility and office management functions. This position is responsible for course schedules, fiscal and budget oversight, and general office procedures. The position is responsive to continuous changes and improvement through innovative ways of offering assistance, ideas, and recommendations to improve operations and services.
This position is unique to the Health and Human Performance in that is it also responsible for the Physical Education Building schedule and facility use management. This person is the contact for all building requests and inquiries and is responsible for scheduling all building areas for classes, labs, athletic practices, and facility rentals and requests. This position provides rental rate information and insurance requirements to prospective facility users, completes rental contracts, related work orders, and event supervisor human
resource and payroll paperwork, prepares invoices and deposits rental feels. This person is the liaison between all building departments and the university for room ad facility reservations in the Physical Education Building.

DUTIES and RESPONSIBILITIES: below is a summary but please see attached position description
-Building and maintaining course schedules in department

-Assigning faculty advisors

-Maintaining current and accurate student files

-Assisting students with registration

-Compiling program reports for assessment

-Completing paperwork for part time faculty

-Assisting part time faculty with the hiring process

-Coding all department credit card expenses

-Maintaining accurate fiscal records

-Managing, balancing and oversight of HHP Department and PE Building Special Events Indexes

-Maintaining deadlines and coordinating timely and accurate completion of administrative documents

-Scheduling classes, athletic practices, camps, intramurals, and recreational activities

-Providing weekly building activity schedule

-Completing all Physical Education building contracts

-Submitting all work orders for the PE building
-Assisting building manager with maintenance and budgetary items

-Expertise in administrative practices

-Proficient with computers and related software (MS Office)

-Ability to learn University software (Banner, EMS, APEX)

-Excellent communication and public relations skills

-Knowledge of accounting principles and reconciliation of budgets

-Time management skills with the ability transition from tasks quickly, prioritize, and meet deadlines

-Ability to maintain confidentiality

-Collaborative, assertive, detailed oriented, ability to work independently

-Education Required: Associates Degree or certificate, or 2 years prior experience in administrative
support, or any equivalent of education and experience

-Education Preferred: Bachelor’s Degree

-Experience Required: 2 years of prior experience working in an office setting

-Experience Preferred: Employment experience in higher education and experience with university
software (Banner, EMS, APEX)

Required Documents

Resume (or CV)

Cover Letter

Letter of Reference 3


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,

Qualified women, persons from minority groups, persons with disabilities, and persons with eligible veteran status are encouraged to apply. Contact Human Resources Office, MSU Billings, for more information regarding preference or accommodation, Phone: 406/657-2278 (voice/TTY); Fax: 406/657-2120. EEO/AA Policy Statement
MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website: