Program Manager for Office of TRIO Programs
Montana State University Billings is a preferred employer in the region-WE WANT YOU!
The following are reasons why you should join our team:
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 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
As the Program Manager, you will play a vital role in ensuring the smooth and efficient operation of OTP’s administrative functions.
This role oversees application intake and processing, completion of administrative (budget, payroll, personnel, etc.) forms, while serving as the main point of contact for the Office of TRIO Programs, University Campus TRIO SSS and TRIO EOC programs. The Office of TRIO Programs is home to five different MSUB TRIO programs. The University Campus TRIO SSS program directly supports first-generation, income eligible, and students with documented disabilities enrolled on the MSUB University Campus. The TRIO EOC program helps adults obtain their HiSet/GED, enroll in college or trade school, and works closely with incarcerated and formerly incarcerated individuals. Both programs provide financial literacy education, assistance completing the FAFSA, and much more. The Program Manager is an important part of the OTP team ensuring both of these TRIO programs meet federal grant objectives and provide meaningful support to eligible participants.
This position is ideal for someone who thrives in a fast-paced, student-focused environment 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:
This role oversees application intake and processing, completion of administrative (budget, payroll, personnel, etc.) forms, while serving as the main point of contact for the Office of TRIO Programs, University Campus TRIO SSS and TRIO EOC programs. The Office of TRIO Programs is home to five different MSUB TRIO programs. The University Campus TRIO SSS program directly supports first-generation, income eligible, and students with documented disabilities enrolled on the MSUB University Campus. The TRIO EOC program helps adults obtain their HiSet/GED, enroll in college or trade school, and works closely with incarcerated and formerly incarcerated individuals. Both programs provide financial literacy education, assistance completing the FAFSA, and much more. The Program Manager is an important part of the OTP team ensuring both of these TRIO programs meet federal grant objectives and provide meaningful support to eligible participants.
This position is ideal for someone who thrives in a fast-paced, student-focused environment 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:
- Oversee daily office operations, including recordkeeping, file management, scheduling, and internal communications.
- Manage the intake and application processes for TRIO SSS and 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, or other databases).
- Serve as the primary point of contact for a dynamic, high-traffic office—handling phone, email, in-person, text, and virtual (Microsoft Teams) inquiries with professionalism and warmth.
- Supervise and manage front desk student staff and reception operations, providing leadership, training, ongoing guidance to ensure a welcoming and efficient environment, and fostering a collaborative and productive environment.
- Oversee the administration and coordination of the Equipment and Book Check-Out Program, ensuring efficient tracking, distribution, and return processes.
- Coordinate all incoming and outgoing correspondence, including drafting and distributing reports, memos, getting mail, confidential faxes, and email communications on behalf of the OTP.
- Monitor and reconcile program budgets; support financial tracking, purchasing, invoicing, and reimbursements in collaboration with the OTP management team.
- Provide administrative support to department leadership, including meeting coordination, calendar management, travel arrangements, and note-taking.
- Maintain and update internal communication tools such as bulletin boards, TV monitors, and shared resources.
- Assist in the planning and execution of student engagement activities, outreach events, and information sessions—including occasional evening and weekend events.
- 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.
- Contribute to the overall success of the OTP by completing special projects and additional duties as assigned.
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:
- Bachelor’s degree (or close to completion of a Bachelor’s degree).
- Three years of office management experience; OR any equivalent combination of experience and training which provides the necessary knowledge, skills, and abilities.
Education Preferred:
- Bachelor’s degree in Business, Education, or Human Services.
- Experience working with TRIO programs and/or with individuals who are low-income, first generation, and/or disabled.
- Program management experience.
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.htm
TO APPLY: https://employment.msubillings.edu/postings/7457
