CIRE is seeking a Program Manager to serve as a valuable member of CIRE’s Management Team. This person will help manage activities of the CIRE Management Team; including, but not limited to, coordinating the daily activities, taking and assembling minutes, completing Pro Card and travel filing, and accurately completing contractual reporting; to include, but not be limited to providing database generated stats and reports, MS Excel spreadsheets, MS Access databases, evaluation reports, weekly and monthly reporting, and other project reporting and final deliverables as deemed necessary.
This position is responsible for creating or editing correspondence; organizing and maintaining paper and electronic files; assisting with brochures, newsletters and other informational materials; producing a variety of CIRE-branded items such as hats, wall signs, and other marketing materials; and providing specialized information to internal and external customers. This position is also responsible for performing a variety of editorial duties such as laying out, indexing, and revising content of written materials, and providing substantive editing in preparation for final publication, proposal submission, or scope of work.
The Program Manager will serve as the first point of contact for students, faculty, researchers (PIs, co-PIs), and contractors working with CIRE where he/she is expected to represent CIRE, the University of Montana, and its partners well at all times. He/she will be responsible for the general administrative duties involved with the CIRE office, such as managing CIRE main phone line, office keys and building entry, daily mail pick up, and keeping the office directory up to date, among others.
This position requires incumbent to develop working knowledge of managing externally-funded projects in excess of <$10M; develop working knowledge of managing projects on military installations through the US Army Corps of Engineers; and develop working knowledge of managing project intricacies at a higher-learning institution.
- Ability to provide high-level support for CIRE, a large, multi-functional department unit that includes sub-contractors and/or colleges, by providing administrative and program support to a diversity of internal and external PIs and staff members, preparing and analyzing complex reports, following up on unusual information requests, and making complex departmental decisions.
- Strong ability to adaptively manage their time in an efficient manner and adjust work priorities accordingly and without direct oversight or supervision.
- Possess comprehensive understanding and strong working knowledge of the full Microsoft Office Suite, as well as Adobe Acrobat Pro.
- Ability to assimilate multiple MS Excel, Word, or Access reports into larger reports containing numerous complex, linked sheets.
- Ability to complete Pro Card and travel reconciliation with high accuracy, and gather data for contractual monthly reports as needed.
- Ability to perform a variety of editorial duties such as laying out, indexing, and revising content of written materials, and providing substantive editing in preparation for final publication, proposal submission, or scope of work.
- Ability to perform routine clerical and administrative functions for CIRE in order to deliver specialized or narrowly defined services. Includes creating or editing correspondence, organizing and maintaining paper and electronic files, assisting with brochures, newsletters and other informational materials; and providing specialized information to internal and external customers.
- Ability to produce a variety of CIRE-branded items such as hats, wall signs, and other marketing materials.
- Possess proficiency in typing and data entry.
- Educated, professional demeanor and positive attitude.
- Demonstrate strong written and verbal communication, as well as strong management skills.
- Demonstrate knowledge of standard office practices and procedures, business English, grammar, spelling, and punctuation.
- Demonstrated interpersonal and communication skills, including the ability to create and maintain positive relationships with faculty, staff, students, CIRE partners and contractors, as well as the public.
- Strong ability to proofread written communication and reports.
- Demonstrated organizational and multi-tasking skills with the ability to complete tasks accurately and meet deadlines in a busy environment.
- Ability to use standard office equipment: copiers, fax machine, printers, scanners, and multi-line phone system.
- Ability to learn new applications rapidly, work collectively on a team, and maintain strict confidentiality.
- Develop working knowledge of UM’s internal management systems (i.e., Silk Road, Banner, GTO, GrizMart and others).
- Basic understanding of externally-funded projects and their awarding agencies.
- Ability to work autonomously
- Ability to “think outside-the-box”
- Ability to exercise sound judgment
- Ability to adjust the workload sometimes hourly, and make decisions that are timely and programmatically sound.
Minimum Required Experience
- High School diploma and four (4) years related work experience or an equivalent combination of education and experience.
- Bachelor’s degree.
- Currently employed by the University of Montana for at least 3 years.
- Banner, UMDW, HRS Forms, E-prop, Info-Griz, Silk Road, GrizMart, ProCard, GTO experience.