STAFF - VA - 20181
For questions regarding this position, please contact:
Katie Bark at 406-994-5641 or email@example.com
Coleen Kaiser at 406-994-5002 or firstname.lastname@example.org
Program Coord I
Administrative Coordinator for Nutrition Programs
Brief Position Overview
Montana Team Nutrition and the Montana Dietetic Internship programs are looking for a dynamic and motivated individual to provide program coordination and administrative support to the Directors, Assistant Directors, staff, students and stakeholders of both programs who is dedicated to contributing to enrichment of well-being for individuals and communities in Montana.
Health & Human Development
College of Education, Health & Human Development
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$12.558 to 15.698 per hour, commensurate with experience, education, and qualifications.
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Montana Team Nutrition (TN) and the Montana Dietetic Internship (MDI) are programs in the Department of Health and Human Development with the common goal of enriching human well-being. Montana Team Nutrition supports schools in building healthy nutrition environments so that children learn about food through nutrition education and farm to school activities; enjoy healthy meals served in smart lunchrooms that nurture positive and pleasant mealtimes; and practice healthy eating and physical activity habits during the school day. The Montana Dietetic Internship prepares highly capable entry-level food and nutrition professionals on their path to becoming Registered Dietitian Nutritionists (RDNs) who can integrate sustainable food systems into dietetic practice when employed in clinical, foodservice, community nutrition and integrated practice settings located in rural or urban facilities in Montana or the Rocky Mountain region.
The Administrative Coordinator will manage the day to day operations of two robust programs with a wide range of duties. The person in this position will be required to work independently with little supervision, to perform administrative tasks, coordinate special projects or fulfill other program coordination responsibilities, build and maintain positive working relationships with stakeholders, partnering agencies, interns and faculty, plus assist with overall accounting and fiscal management for two program funds. The Administrative Coordinator will efficiently orchestrate multiple priorities and deadlines utilizing programs knowledge, judgment and skills to make decisions, and communicate the priorities and views of the directors and programs in a clear and concise manner.
Duties and Responsibilities
+ Support application process of graduate and internship programs.
+ Manage and process received applications.
+ Organize applicant data for review committee.
+ Coordinate selection committee meetings and materials.
+ Assist in coordinating intern admission and orientation requirements.
+ Coordinate with Graduate School to process admissions.
+ Organize and store required intern paperwork.
+ Manage sensitive data.
+ Provide intern onboarding support.
+ Event and travel coordination and planning for program directors, staff, speakers, etc. Complete travel reimbursements for staff.
+ Assist with hiring of staff or students serving as a liaison to UHR Service Center and HRBP.
+ Initiates and complete Electronic Personnel Action Forms (EPAFs) when needed by University or grant timelines for staff positions.
+ Serves as proxy for TN Project Director in teaching web time entry process to new employees and reviewing monthly payroll first calculations.
+ Exercise independent judgment and makes necessary decisions to keep up with HR related deadlines and following the HR procedures correctly.
+ Complete monthly time and effort reporting.
+ Participate in meetings concerning University and/or Graduate School procedures and administrative or accounting related departmental tasks/rules.
+ Maintain and order program equipment and supplies.
+ Assist in supervising 2-3 student employees and interns at any given time throughout the year.
Program Assessment and Accreditation:
+ Administer program evaluations and compile results.
+ Analyze data and produce reports.
+ Assist in developing and implementing policies and procedures that insure compliance with department, university, and program accreditation.
+ Financial and/or Fiscal Management:
+ Compensation invoicing and bill submission.
+ Fee collections/deposits.
+ Liaison to Fiscal Shared Services on budget reconciliation, interpretation and management.
+ Completion of monthly budget reports for 11 accounts (9 MTN; 2 MDI).
+ Liaison to University Communication by assuring adherence to outlined communication standards.
+ Coordinate and manage the development of nutrition-related content for both programs' social media and websites through a variety of platforms.
+ Learn and follow web accessibility, web communications, and social media guidelines.
+ Produce and disseminate promotional/recruiting materials for graduate and internship programs.
+ Assist in development of documents including proofing and editing materials.
+ Maintain and update handbooks and policy manuals.
+ Use varied professional communication skills to represent programs in meetings, over the phone, in person and via the internet as necessary.
Required Qualifications - Experience, Education, Knowledge & Skills
+ Progressively responsible administrative work experience with an emphasis on coordinating services and activities or an equivalent combination of relevant education and/or experience.
+ Demonstrated knowledge of and/or experience with accounting and budgeting principles with financial reports, managing budgets and accounting principles.
+ Demonstrated experience organizing and prioritizing multiple work assignments, deadlines and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
+ Demonstrated proficiency in the use of word processing (MS Word), spreadsheet (MS Excel) software, web-based communications, and social media.
Preferred Qualifications - Experience, Education, Knowledge & Skills
+ Demonstrated experience coordinating services and activities and providing administrative support for an education or health related organization.
+ Demonstrated experience with computerized accounting/data systems, e.g. working with a relational database such as Banner or similar database system.
The Successful Candidate Will
+ Communicates clearly and effectively through professional communications, technical writing, and presentations.
+ Demonstrates success building relationships and interacting with preceptors, prospective and current students, nutrition and food service professionals, staff, faculty and other stakeholders.
+ Ability to problem solve using high-level interpretation, discretion, and judgement.
+ Strong media and presentation skills.
+ Good math skills.
+ Organizes and gathers data, interprets results, and prepares reports.
+ Organizes and prioritizes work assignments and meets deadlines.
+ Works on multiple tasks simultaneously and effectively.
+ Works well as a team member and supports the work of others through positive approaches.
Position Special Requirements/Additional Information
Continuation of employment is contingent upon availability of funding.
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University's rights to assign or reassign duties and responsibilities to this job at any time.
To perform this job successfully, an individual