Job Title: Portal Communications Coordinator Positions Available: 1 Status: Non-exempt Full-time Benefits Available: Yes Location: Helena Beginning Salary Range: $34,000-$40,000 annually DOE Application Requirements: To apply for this position, please submit the following: 1. Cover Letter of Interest 2. Student Assistance Foundation Application for Employment 3. Resume Information 4. Authorization for Release of Information 5. Applicant Survey 6. Responses to supplemental questions Deadline: Wednesday, October 4, 2006 at 4:00 p.m. Submit application packets to: Student Assistance Foundation Human Resource Department ATTN Cathy Wood 2500 Broadway Helena, MT 59601 If none of the applicants meet all of the required characteristics, Student Assistance Foundation reserves the right to select a candidate from the applicants. If you have questions regarding this position, you may call the Human Resource Department at (406)495-7311 In order for your application package to be considered, you will need to use the following application form as there have been revisions made. Late, incomplete or unsigned application packages will not be considered. APPLICATION FOR EMPLOYMENT 2500 Broadway, Helena, MT 59601 (PLEASE PRINT OR TYPE) Position Applying For Date of Application Last Name First Name Middle Name Address (Street No. or RFD Box No.) City State Zip Code Telephone Number(s): Work Home Social Security Number How Did You Learn of This Opening? Advertisement Friend Inquiry Employment Agency Relative Other If you are under 18 years of age, can you provide required proof of your eligibility to work? Yes No Have you ever applied for employment with us before? If yes, give date(s). Yes No Are you currently employed? Yes No Do you want to be informed before we contact your present employer? Yes No If hired, can you show proof of authorization to work in the United States? Yes No (Proof of citizenship or immigration status will be required upon employment). Date available for work / / What is your desired salary range? $ Are you available to work: Full Time Part Time - (Please indicate: Mornings Afternoon Evenings) Temporary (Please indicate dates available / / – / / ) Can you travel if the job requires it? Yes No Have you been convicted of a felony? (Conviction will not necessarily disqualify you from employment) Yes No If yes, please explain Education and Training Type of School Name and Location of School Degrees Last Year Completed Graduated? 9 10 11 12 High School Yes No GED Major Degree 1 2 3 4 College Major Degree 1 2 3 4 College Major Degree 1 2 3 4 Graduate School Trade or Degree 1 2 3 4 Business School Special, Degree Number of study Technical or hours or credits Correspondence Indicate other relevant training or experience SPECIALIZED SKILLS (Skills/Equipment Operated) Check the skills you possess. LAN (Local Area Network) MS Word PC MS Excel Typewriter MS Access Internet/e-mail Keyboarding Other Describe any other job related specialized training or skills acquired from employment, the United States military or other experience. PROFESSIONAL REFERENCES Supervisors and/or co-workers who can vouch for your work experience. Name and Occupation Address Daytime Phone# 1. 2. 3. Work History List the last three positions you have held beginning with your most recent or present job: 1. Employer’s Name Position: Date Hired: Date Left: Rate Ending $ Address Name of Supervisor Phone Duties and Responsibilities: Why did you leave? 2. Employer’s Name Position: Date Hired: Date Left: Rate Ending $ Address Name of Supervisor Phone Duties and Responsibilities: Why did you leave? 3. Employer’s Name Position: Date Hired: Date Left: Rate Ending $ Address Name of Supervisor Phone Duties and Responsibilities: Why did you leave? PROBATIONARY PERIOD I, hereby acknowledge that should I be selected for employment by Student Assistance Foundation, as a result of this application and, if hired, per the terms of the offer letter, I will be employed as a probationary employee during which time continued employment is at the absolute discretion of the Company. Temporary and summer employees are considered probationary during the entire time they are employed by the Company. (Applicant Signature) (Date) Please read and understand this statement before signing your application. Student Assistance Foundation is an EQUAL OPPORTUNITY EMPLOYER and considers all applicants for employment without regard to race, color, religion, creed, gender, national origin, age, marital or veteran status, the presence of non-job related disabilities or any other legally protected status. I certify that the information provided herein and attached to this Application for Employment is true and complete to the best of my knowledge. I hereby acknowledge that I have read and understand the above statements. I voluntarily give Student Assistance Foundation, or their agent, my permission to confirm by personal inquiry, or otherwise, information provided by me as may be necessary in arriving at an employment decision. I release from all liability or responsibility, all persons, companies, or corporations responding to such inquiries. In the event of employment, I understand that false, misleading information or material omissions given in my application or interview(s) may result in discharge. I understand, also, that I am required to abide by all policies and procedures of Student Assistance Foundation that may from time to time be changed, suspended, revoked, terminated or superseded by the Board of Directors and/or management of the company. (Applicant Signature) (Date) LATE, INCOMPLETE OR UNSIGNED APPLICATIONS WILL NOT BE CONSIDERED APPLICANT SURVEY Title VII of the U.S. Civil Rights Act requires us to maintain records relevant to the determinations of whether unlawful employment practices have been or are being committed. The following survey helps to fulfill these requirements. This applicant survey will be separated from your application. The survey information will be kept confidential, used only for statistical reports and other lawful uses. Analysis of the information you and others provide will be used to monitor recruitment and selection practices. 1. JOB APPLIED FOR Job Title: Closing Date: 2. HOW DID YOU FIRST LEARN OF THIS POSITION? (A) Newspaper ad (D) Inquiry (G) Internet (B) Friend/employee (E) Relative (C) Employment agency (F) Other (specify) 3. (M) MALE (F) FEMALE 4. DATE OF BIRTH (month/day/year): 5. RACE/ETHNICITY Please check the one box that best describes your race/ethnicity: (I) American Indian or Alaskan Native A person having origins in any of the original peoples of North America who maintains cultural identification through tribal affiliation or community recognition. (A) Asian or Pacific Islander A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands. This area includes, for example, China, India, Japan, Korea, the Philippines and Samoa. (B) Black (Not of Hispanic origin) A person having origins in one of the black racial groups of Africa. (S) Spanish (Hispanic) A person having origins in Mexican, Puerto Rican, Cuban, Central or South American or other Spanish Cultures, regardless of race. (W) White (Not of Hispanic origin) A person having origins in any of the original peoples of Europe, North Africa, or the Middle East. 6. DISABILITY STATUS Person with a disability: Yes No AUTHORIZATION FOR RELEASE OF INFORMATION (Carefully read this authorization to release information about you, then sign and date in black ink. You may retain a copy for your records.) I authorize my employer or prospective employer, Student Assistance Foundation, through their investigative agent, Orion International Corporation, to obtain any information relating to my activities from individuals, schools, residential management agents, employers, criminal justice agencies, retail business establishments, motor vehicle/registration departments, credit bureaus, consumer reporting agencies, collection agencies, or other sources of information. This information may include, but is not limited to, my academic, residential, achievement, performance, attendance, disciplinary, employment history, criminal history record information, driving and motor vehicle record, and financial and credit information. I authorize Orion International Corporation to disclose the record of my background investigation to the employer named above. I authorize custodians of records and other sources of information pertaining to me to release such information to Orion International Corporation regardless of any previous agreement to the contrary. Copies of this authorization that show my signature are as valid as the original release signed by me. This authorization is valid for one (1) year from the date signed or upon my termination of my employment with the employer named above, whichever is sooner. Signature (Sign in ink) Full Name (Print legibly) Other names used Current address Telephone (H) (W) Date of birth Social Security Number Date signed Place of birth Supplemental Questions Please answer the following questions in not more than 4 sentences explaining your experience in each area. If relevant, please include your months of experience using mm/dd/yy and establishment(s) worked for. . 1. Please explain your experience in content management of a business portal or large and complex intranet or website. Response: 2. Please explain your experience in working as a liaison between business and Information Technology groups, providing customer service for business portal users, including those who are external to the company's staff and business systems. Response: 3. Please discuss which portal software(s) you are familiar with, including your level of working knowledge of the software. We are particularly interested in experience with Windows Sharepoint Services and Sharepoint Portal Server or Oracle portal technology. Response: RESUME INFORMATION Please include the following information in your resume. Work Experience: Begin with your present or most recent job and include the following: Name and Complete Address of Employer Telephone Number(s) Dates Employed Supervisor Starting/Present Job Title Salary Work Performed Reason for Leaving Include any relevant military service assignments and volunteer activities. You may exclude organizations which indicate race, color, religion, gender, national origin, age, disabilities or other protected status. Include relevant prior work experience and explain how that work experience would assist you to perform the functions of this job. Explain any gaps in employment. List professional, trade, business or civic activities and offices held. You may exclude membership which would reveal gender, race, religion, national origin, age, ancestry, disability or other protected status. JOB DESCRIPTION Created 09/18/2006 l. JOB TITLE Portal Communications Coordinator 2. ORGANIZATION Student Assistance Foundation (SAF) 3. ADDRESS 2500 Broadway Helena, MT 59601 4. TELEPHONE NUMBER (406) 495-7800 5. DESCRIPTION OF ORGANIZATION The Student Assistance Foundation (SAF) is a not-for-profit corporation formed in July 1999 dedicated to helping assure financial access to post-secondary education opportunities for Montana citizens by offering grants, scholarships, educational outreach and other financial aid related programs. These programs are funded through such business activities as: (1) student loan servicing; and (2) administrative support services to MHESAC, schools, lenders, other governmental and not-for-profit organizations and the financial aid community in their efforts to support higher education. 6. JOB SUMMARY This non-exempt position coordinates communications on the SAF portal in order to promote effective information sharing among SAF management, employees and clients, in support of SAF culture, values, and commitment to quality service. Position identifies relevant information from various sources and posts to the appropriate location on the portal. This is to include business and operational issues as well as other information of interest in support of employee morale and development. Responsibilities include administering the content, managing user access, training and supporting users, and creating and maintaining policies and procedures for use of the SAF portal. Further responsibilities include tracking and reporting portal usage, and acting as a liaison with business users and with Computer Information Services (CIS) to assure appropriate business and technical functionality. Additional responsibilities include ensuring the coordinated, systematic and efficient implementation of the division’s goals and the Corporate Philosophy and Values. 7. ESSENTIAL FUNCTIONS Identifies relevant information from various sources and posts to the appropriate location on the portal (20%) a. Attends and/or reviews summaries of various corporate meetings. b. Conducts interviews with employees and management. Works with the Communications and Marketing Director to identify newsworthy information to be shared internally (i.e., press releases). c. Posts information to the appropriate location on the portal with the appropriate audience in mind to assure the most effective delivery of information. Coordinates portal site creation and maintenance for use by external parties (10%) a. Works with Administrative Affairs Manager to assist with presentation of information to the board of directors. b. Works with Client Support Manager to assist with presentation of information to external clients. c. Works with Computer Information Services (CIS) to assure security of internal information in relation to access to the portal by external parties. Administers the content, manages user access, trains and supports users, creates and maintains policies and procedures for use of the SAF portal. (40%) a. Plans the portal navigation and layout. Administers the presentation of information on the portal(s), particularly in regard to content, layout, reporting, and functional business needs. b. Organizes the portal content so that it is meaningful, logical, and navigable. c. Creates and maintains policies and procedures related to the use of the portal and the content of information placed on the portal. d. Manages user access for the portal, including setting up new user accounts and modifying or deleting existing user accounts. e. Provides training and support for portal functionality and capability to assure users an excellent experience with the portal. f. Develops and maintains a change management process for publishing documents and applications for the portal. g. Communicates effectively and in a timely fashion with business users about updates, additional functionality or capability, or about down times or technical difficulties on the portal. h. Communicates with remote employees to assure the portal is meeting their needs and expectations. Tracks and reports on portal usage and acts as a liaison with business users and with Computer Information Services (CIS) to assure appropriate business and technical functionality. (20%) a. Tracks and reports usage of the portal. This includes identifying, tracking, and reporting on key performance measures related to the portal. b. Acts as a liaison with CIS to assure appropriate business and technical functionality. Provides information to CIS about technical problems encountered and works with CIS as appropriate to resolve technology challenges. c. Oversees and interacts with management and employees to improve functionality in business processes related to the portal. d. Interacts with the eIntelligence Team to understand and communicate business and technical capability and functionality of the portal. 8. ADDITIONAL RESPONSIBILITIES (10%) a. Ensures the coordinated, systematic and efficient implementation of the division’s goals and the Corporate Philosophy and Values. b. Keep abreast of developments, tools, and technologies to improve and enhance the portal presence, functionality, and capability. c. Attends conferences and seminars both within and outside the student loan servicing industry to gain insight, information, statistics, methods, schedules and systems that will allow the corporation to stay on the cutting edge of project management, business operations, and technological advances to improve portal organization and outcomes. d. Performs other job related duties as assigned by the Senior Executive Vice President/Chief Operations Officer (COO). 9. SUPERVISION EXERCISED None. 10. EQUIPMENT, SOFTWARE OR MACHINERY USED PC Copy Machine Printers Calculator Fax Machine Telephone with Voice Mail GroupWise - E-Mail MS Word Internet Explorer – Internet MS Project Access MS Excel MS PowerPoint VISIO SQL Crystal 11. PERSONAL CONTACTS Contact Who Why Frequency SAF clerical facilitate, gather information daily professional communicate with user community technical instruct on business requirements management advise on project status CLIENTS professional provide/gather information occasionally management advise EXTERNAL consultants provide/gather information occasionally vendors product or process specifications DECISIONS AND COMMITMENTS: SCOPE AND EFFECT This is a non-supervisory position. The position is responsible for decision-making authority relating to portal management. The position acts autonomously at times in order to meet corporate goals. This position will work with corporate staff within organizational units across all divisions of the corporation in scoping and managing portal projects. In order to facilitate portal management where outcomes are of high quality, are completed timely, and are within budget, this position has the authority to request information, assign tasks, monitor results, mitigate or resolve conflict, and recommend remedial steps in the event of performance below the desired expectation. When circumstances warrant delegation of tasks and assignments to staff not reporting directly to the position, the incumbent is expected to communicate with the employee’s supervisor as to the request, date and time needed and the reasons for the request. This position is responsible for developing a plan to accomplish goals, performing a variety of tasks, and leading and directing the work of others. Team work is essential and is required. 13. SUPERVISION RECEIVED This position reports to the Chief Operations Officer (COO). 14. KNOWLEDGE, SKILLS AND ABILITIES ASSOCIATED WITH THE POSITION a. Minimum of 1 year working knowledge of Windows Sharepoint Services and Sharepoint Portal Server or similar Oracle portal technology. (required) b. Minimum of 1 year working knowledge of business process flow as it relates to the portal work flow environment (required) c. Demonstrated ability to think and plan strategically (required) d. Demonstrated skill in applying an organized thought process to problem solving. (required) e. Ability to create and maintain logical workflow requirements and appropriate approval methodologies. (required) f. Demonstrated ability to manage and oversee multiple projects in a team environment (required) g. Strong copywriting and demonstrated editing and proofreading skills (required) h. Well developed interpersonal skills (required) i. Strong organizational skills. (required) j. Strong verbal skills. (required) k. Strong written communication skills. (required) l. Ability to establish and maintain effective working relationships with others. (required) m. Ability to provide project leadership, coordination, guidance and drive issue resolution. (required) n. Ability to work in a fast-paced and dynamic environment. (required) o. Ability to respond to frequent pressure to meet deadlines. (required) p. Ability to coordinate, organize, manage, and establish priorities (required) q. Ability to work with minimal supervision. (required) r. Computer literate with working knowledge of various software programs for word processing, spreadsheet, database, and project management. (required) s. Knowledge and understanding of Information Technology systems and software and web- based application development. (preferred) t. Knowledge and understanding of the student loan industry. (preferred) 15. EDUCATION AND EXPERIENCE The knowledge, skills and abilities required to perform the responsibilities of this position are typically acquired through the following: a. Associates degree in business, communications, computer technology, or equivalent experience and education. (required) b. Minimum of 1 year content management of a business portal or large and complex intranet or website. (required) c. Demonstrated knowledge of portal design skills, portal architecture principles, the formulation of portal taxonomies, and familiarity with portal accessibility norms and guidelines. (required) d. Demonstrated experience with the design and implementation of portal content services. (required) e. Demonstrated experience with user-centered design process. (required) f. Experience with Enterprise-level portal Content Management (CMS) software. (required) g. Demonstrated experience in working as a liaison between business and Information Technology groups. (required) h. Demonstrated experience in providing customer service for business portal users, including those who are external to the company’s staff and business systems. (required) 16. PHYSICAL DEMANDS AND WORKING CONDITIONS Fluctuations in workload may require work beyond a typical eight (8) eight hour day 17. TRAVEL Occasional Student Assistance Foundation Benefit Package Student Assistance Foundation offers the following benefit package to its employees: 1. During the first five years of employment, employees earn 18.5 days of annual leave and 12 days of sick leave each year, subject to initial qualifying periods. During years 6 through 10, employees earn 21.5 days of annual leave each year. Employees with more than 10 years of service earn 25.5 days of annual leave each year. 2. Student Assistance Foundation observes 7 fixed holidays per year. These holidays are designated at the beginning of each year and in most cases, parallel holidays observed by state government. 3. Student Assistance Foundation grants a service bonus to employees upon successful completion of each year’s service. The bonus is given in the form of additional time off. After the completion of the first year of service, a bonus of 8 hours of annual leave will be granted to the employee. The service bonus increases by 2 hours each succeeding year up to a maximum of three additional days of annual leave. 4. Student Assistance Foundation employees may elect to participate in the retirement program (403(b) tax sheltered investment program) whereby the employee contributes an amount of their gross salary each pay period. Employees are eligible to participate and contribute to the plan immediately. Student Assistance Foundation matches the employee's deferred amount up to 6% of their gross salary after the completion of 6 months of employment. Student Assistance Foundation uses American Funds as the investment provider and the employee directs the investment of their own retirement funds. 5. Student Assistance Foundation employees may elect to participate in the Flexible Benefit Plan whereby employees may contribute pre-tax dollars from their salary for certain medical and child care expenses. 6. Student Assistance Foundation employees participate in the Student Assistance Foundation Group Health Plan through Blue Cross and Blue Shield. Student Assistance Foundation provides a monthly contribution as determined by the Board of Directors annually to fully cover the cost of the employees insurance (contribution for FY06-07 is $475). This plan includes medical, dental and vision coverage. Additionally, Student Assistance Foundation pays for an employee’s long-term disability coverage and $20,000 of basic life insurance through USAble. Employees may elect coverage for a spouse and eligible dependents. Premiums in excess of Student Assistance Foundation’s contribution are deducted from the employee’s salary on a pre-tax basis. Supplemental life insurance, personal accident insurance, short-term disability and long term care insurance is also available at the employees expense. 7. The Employee Assistance Program (EAP) provides short-term counseling for employees and their immediate family. An employee may use the EAP for confidential assistance with personal problems interfering with their life or work. 8. Student Assistance Foundation employees are provided the opportunity to participate in Wellness Program activities including an on-site exercise program, flu shots and health screenings. 9. After one year of service, an employee is eligible to participate in the Computer Purchase Program. In this program, Student Assistance Foundation will finance the purchase of personal computer equipment with a two-year interest-free loan to the employee. 10. After one year of service, an employee is eligible to participate in the Student Loan Interest Rate Reduction Program. Under this program, an employee is eligible for a 3% reduction in the interest rate on their or their children’s student loans. 11. Student Assistance Foundation has an Incentive Bonus program in place. Based on team performance toward company-wide goals as established each year, each employee can earn an additional $1,000 bonus. 12. Student Assistance Foundation provides internal and external training opportunities. Employees are encouraged to seek training in areas which jointly benefit them and Student Assistance Foundation. Student Assistance Foundation budgets $300 per employee for additional external training. 13. Student Assistance Foundation supports staff efforts to complete college degree programs that could enhance an employee’s work at Student Assistance Foundation. The Executive Vice President of Operations considers staff requests for degree program support. If approved, Student Assistance Foundation pays one-half of the tuition cost and loans the employee the other half. Once the employee has completed their degree, Student Assistance Foundation will write off the loan portion evenly over the following five years. 14. Student Assistance Foundation promotes an Employee Sponsorship Program whereby employees are allowed to direct the contribution of up to $50 to the charitable organization of their choice each year. 15. “High Five” is a program to recognize and reward employees for going “above and beyond.” Any employee can recognize another employee with a “High Five” card. After an employee gathers five cards they can be redeemed for a $25 gift certificate at a place of the employee’s choice.
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