Description

Summary:  
The SSoM Program Support Coordinator provides vital support to our small nonprofit team by managing data, administrative tasks, event coordination, and assisting with marketing and communications. This role ensures that staff can focus on strategic priorities, partnerships, and program impact by taking ownership of recurring responsibilities that are essential but often time-intensive. The Coordinator is highly detail-oriented, organized, and proactive in finding ways to streamline processes and improve workflow efficiency. 
 
Key Responsibilities:  
 
Data & Reporting Support 

• Entering, cleaning, and maintaining data in Salesforce/CRM, Quickbooks, and Constant Contact.  
• Uploading and saving weekly/monthly reports (e.g., from DPHHS, IC).
• Generating routine reports for grants, partners, and districts (MTAA, Grants, etc.).
• Creating simple “how-to” manuals or training materials for common systems questions (CRM, Leave Tracking System, MSFT/Google, etc.) 

Administrative & Contract Management 

• Drafting, tracking, and maintaining contracts (with districts, vendors, partners).
• Managing invoicing, billing, and payment mailing and tracking.
• Coordinating with bookkeeper/accounting on deposits to keep records accurate.
• Maintaining central files and ensuring consistent organizational processes.
• Research grant opportunities as aligned with SSoM Strategic Plan and member district needs.

Event & Training Coordination 

• Handling logistics (venue booking, catering, registration, nametags, materials, printing).
• Supporting virtual/hybrid meeting setup and tech checks.
• Coordinating regional trainings, conferences (e.g., STEM conference, Grants Workshop, Explicit Instruction Training, etc.).  
• Tracking event/PD attendance and OPI PDUs and compiling post-event feedback.
• Support staff with booking group travel, as needed.  

Communications & Marketing Assistance

• Formatting, proofreading, and linking within MECC curriculum frameworks.  
• Updating contact databases and mailing lists (Constant Contact/CRM).
• Drafting social media posts or marketing materials.  
• Highlighting SSoM program and member successes in communication channels.  
• Provide design support for collateral (flyers, postcards, fact sheets, event signage, etc.)
• Maintain inventory of event promotional items and materials/equipment for conference exhibits.  
• Year-round communication with sponsors and partners in our work to stay connected, informed, and have networks both professionally and financially for projects.
• Support the SSoM presence at conferences/events by attending and exhibiting.  

Project Support

• Tracking timelines and deliverables across multiple projects. (grant progress tracking, STEM Summer Institute coordination)
• Serving as a resource for repetitive or detail-heavy tasks that pull staff away from direct client support or strategic plan objectives.  
• Offering surge capacity during peak times (e.g., summer, start of school year, big events).

Other Duties

• Perform other tasks and assume any and all responsibilities as assigned. 

Requirements

Qualifications 

• Strong organizational and project management skills.
• Proficiency with Microsoft and Google office applications.  
• Proficiency with databases (CRMs, Salesforce preferred), Accounting systems (Quickbooks preferred), Event registration platforms (such as Eventbrite), preferred, or willingness to learn quickly.  
• Experience with designing flyers and other graphics using Canva and/or the Adobe Creative Suite, a plus.
• Detail-oriented with strong skills in formatting, proofreading, and data entry.
• Proven experience coordinating events and managing logistics.
• Clear written and verbal communication skills.
• Comfort working in a small, dynamic nonprofit environment and balancing multiple priorities.  
• Ability to work independently, manage multiple tasks, and anticipate team needs. 

Education and Experience  

• Associates or BS/BA required (in related field, a plus)
• 3 or more years of experience in an education, business or service organization environment (or the equivalent) 

Personal Attributes 

• Flexible and resourceful problem-solver.
• Steady under pressure, with a calm approach to deadlines and balancing priorities.
• Collaborative team player who values relationships and clear communication.
• Committed to supporting mission-driven work and helping colleagues thrive. 

Working Conditions 
This is a full-time, 12-month, year-round, exempt salaried position, Monday-Friday during normal business hours.  Occasional business travel within Montana is required from time to time.  This position is based in the School Services of Montana office in Bozeman, Montana, with flexible hybrid work option (ie, 3 days in office/2 days remote).  The candidate must reside in Montana. 

Summary of Benefits: Generous 401(k) retirement plan option available with employer match (match +1% up to 7%). Employer-sponsored individual health insurance. Generous leave policies, including accrued paid time off, health leave, holidays, and floating holidays. Monthly technology/cell phone stipend.  

To apply, email your cover letter, resume, and 3 references to Executive Director, Melissa Tovaas: mtovaas@mt-schools.org.