Program Coordinator, Leadership and Civic Engagement (Crookston or Moorhead)

Title: Program Coordinator, Leadership and Civic Engagement

Appointment: Administrative Associate 1 (8208A1), Full-time (100%), Civil Service

Office Location: Crookston or Moorhead Extension Regional Office; Hybrid options

Extension Area: Department of Community Development, Leadership & Civic Engagement

Salary Range: $21 - $26/hour estimated salary range; depending on qualifications

Apply By: December 1, 2024

ABOUT THIS POSITION

This is a full-time position primarily providing administrative coordination for multiple Leadership and Civic Engagement (LCE) programs and activities within the Department of Community Development (CD).

This position will provide support to leadership and civic engagement cohorts including the Growing Local Leadership program, alumni events and activities, a pilot Community of Practice Program and other LCE programming in Northern Minnesota. Cohort programs are groups of participants who share a particular experience together over a designated period of time.

The Program coordinator reports to the Program Leader for Leadership and Civic Engagement (LCE) and will collaborate closely with key educators providing leadership for the cohorts and with other educator colleagues and support staff involved with this work.

Responsibilities:

The Program Coordinator will work in the context of the mission of Extension as well as that of the Department of Community Development. The work aligns with the LCE program framework and program team priorities. Program responsibilities include:

Leadership and Civic Engagement Program and Operations Coordination (examples of duties): 45%

• Serve as liaison between Program Leader, Educator(s) and their multiple community partners, staff, colleagues
• Responsible for logistical arrangements for Leadership and Civic engagements, events, and related activities, including routing facility use and lease agreements to and through appropriate systems and people for review and signature.
• Schedule, coordinate and guide meetings (advisory committee, staff, team, etc)
• Respond to general program inquiries from internal and external staff, partners, stakeholders, public (email, phone, in-person, etc)
• Monitor/review/check website pages related to key programs and events, update listservs and email contact lists, while partnering with communications team and others to maintain the Extension website and secondary sites related to appropriate cohorts, events and activities
• Assist Program Leaders(PL)/Extension Educators(EE), faculty and staff as needed with correspondence (creation and distribution, etc)
• Submit tickets into Extension system for communications, finance, program support and related administrative tasks
• Compile information for newsletters with content from PLs/faculty/EE's and complete other local advertising and/or communications in coordination with communications staff
• Order, maintain, distribute, and track supplies for educational programs and events
• Other duties as assigned

Leadership and Civic Engagement Program and Participant and Alumni Coordination (examples of duties): 40%

• Support on-line engagement and alumni programming by helping to arrange trainings, educational offerings, and networking events. This includes meeting set-up, zoom registration as well as handling zoom chats, breakout rooms, and resource sharing within educational events
• Partner with Extension team members to monitor and coordinate program recruitment and assist with participant expectations and requirements
• Maintain regular direct personal communication with and among alumni and program participants, including in person, phone/email, and in virtual gatherings to support them in completing their program requirements
• Contribute to a positive and inclusive work climate and facilitate effective teamwork with LCE and Department colleagues, regional office colleagues, advisory groups, audiences, and partners.

Leadership and Civic Engagement Finance Coordination (examples of duties):15%

Finance Coordination (examples of duties):

• Consolidate, monitor and report out budget and gift account spending for programming events, activities, general spending in partnership with accounting and finance staff
• Submit tickets into the Extension system for agreement and invoice processing, spending and payment needs.
• Communicate with suppliers to obtain pertinent information and assess any discounts the supplier may allow for early payment of invoices.

Records and Reporting (examples of duties):

• Maintain records and assist with preparation of reports on program activities, products, outcomes, and impacts (both electronic and paper records).
• Coordinate between Educators, support staff and unit staff for online course promotion, course offerings and course closures and reporting.
• Coordinate and document program accomplishments and achievements for archiving
• Collect, compile and coordinate surveys, assessment and related data to support program evaluation.

Location/Schedule/Travel

This position has the office location option of either Crookston or Moorhead Extension Regional Office. In office work is expected along with hybrid work options available. This is a full-time, 100% time appointment, with shift options mainly between 7:30am - 5pm, and some evening and weekends that will be preplanned to adjust the work schedule (overtime may be necessary for certain educational programs/events). Travel is required to attend in-person meetings throughout Northern MN and periodic statewide meetings (15% of time) including some overnight stays. Reimbursement for travel and subsistence is available in accordance with University policy.

Required Qualifications:

• Bachelor's degree in project management or related field (education, non-profit work, etc.), or a combination of relevant education and work experience totaling 4 years.
• Project coordination experience
• Experience handling meeting/event logistics
• Significant experience with Microsoft Windows (Word, Publisher, PowerPoint and Excel) and Google Suite and with web-based programs (social media and/or web pages).
• Experience formatting, drafting, or writing routine to complex correspondence and materials.
• Experience working with diverse populations and communities
• Experience working with clientele in face-to-face, phone, email and/or text interactions.
• Ability to work with multiple projects and still maintain high quality.
• Skills in interpersonal and problem-solving skills.
• Strong and effective verbal and written communication skills

Additional Requirements:

• Valid driver's license and own means of transportation with required liability insurance, in order to travel and attend in-person meetings throughout Northern MN and periodic statewide meetings (15% of time) including some overnight stays. Reimbursement for travel and subsistence is available in accordance with University policy.
• Ability to maintain a flexible work schedule, including some evenings and weekends as well as overtime that may be necessary.
• Must be able to work regularly at a dedicated/assigned Extension office.
• Must have reliable internet if/when working outside of assigned office location.
• Ability to lift, push, pull, and carry up to 20 pounds (when working at events or educational programs)
• This position is not eligible for employment visa sponsorship.

Preferred Qualifications:

• Experience managing and supporting program participants and alumni.
• Experience with database use in managing work, participant data, and/or reporting
• Skills in organizing, prioritization, and filing systems
• Skills in interpersonal and problem-solving skills
• Strong and effective verbal and written communication skills
• Knowledge of financial policies and procedures
• Ability to access and integrate information from a variety of sources
• Experience working with on-line learning platforms

ABOUT EXTENSION

University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high-quality, passionate employees, and weave diversity, equity and inclusion into all aspects of Extension's programming and employee engagement. Find further information at www.extension.umn.edu.

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.

Applications must be submitted online. To be considered for this position, please click on the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position.

Please attach the following required application materials:

1. Cover letter
2. Resume Your resume must include all your education and experience as it relates to the required qualifications. The initial HR screening process focuses primarily on the resume.

Names and contact information for three professional references including at least one supervisor, will be required during the interview process.

Additional documents may be attached after the application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. See full instructions, https://hr.umn.edu/Jobs/Applicant-Center/Help-Job-Applications/Using-Job-Application-System.

To request an accommodation during the application process, please email employ@umn.edu or call 612-624-UOHR (8647).

For questions about this position contact:

Holli Arp, Program Leader, Leadership & Civic Engagement, arpxx001@umn.edu.

For questions about applying online, contact:

Tiffany McMillan, Extension Human Resources, tiffmcm@umn.edu.

The University of Minnesota and Extension recognize and value the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.