Office Manager

Program Specialist 1/Office Manager for STARBASE Montana

Join a hands-on team introducing Montana's next generation to science, technology, engineering, at/design, and math (STEAM). STARBASE Montana is the Department of Defense's premier youth outreach program, running classrooms at Fort Harrison and the 120th Airlift Wing in Great Falls. Every 5th grade class in the Helena Public School District spends 5 days in our Fort Harrison classroom for hands-on STEAM activities, and we extend that mission through afterschool programs and summer camps across the greater Helena area and throughout the state.

We're looking for an organized, adaptable Program Specialist 1/Office Manager to keep our Fort Harrison site running smoothly — someone who thrives on variety, from managing student records to jumping into a classroom or a camp activity when needed.

This position reports to the STARBASE Fort Harrison Director and works alongside two instructors and a STARBASE Advanced afterschool coordinator.

Primary Duties

• Manage front-office operations: answering phones, maintaining email lists, and preparing correspondence
• Monitor stakeholder communications and assist Director in ensuring program objectives are met
• Print and prepare student materials for classroom sessions
• Build and maintain filing systems for permission slips, demographic data, student counts, media, purchasing, and inventory
• Assist the Director in identifying, suggesting, and implementing improvements to the STARBASE Fort Harrison program and services
• Assist in STARBASE reporting requirements
• Track, order, and manage supplies and equipment
• Support staff with classroom setup and scheduling
• Maintain a clean, functional facility — light janitorial work (cleaning, painting, trash, floors) and submitting maintenance work orders
• Collaborate with staff on planning, instruction, and logistics of summer camps and community outreach events
• Provide classroom instruction support as background in education or a STEM field allows
• Assist the Director in STARBASE Montana guideline & policy compliance

Work Environment: Primarily an office and classroom setting on a military installation; some physical tasks (light janitorial work, classroom setup) are part of the role.

Rather than a strict credential checklist, we're evaluating candidates on the skills and abilities needed to succeed in this role. Relevant experience can come from office work, education, military service, volunteering, or other equivalent paths.

Required Occupational Skills

• Office and administrative support: managing correspondence, filing systems, and records with accuracy and confidentiality
• Basic inventory and procurement tracking: ordering, receiving, and logging supplies/equipment
• Computer proficiency: working knowledge of Microsoft Office and basic graphic design software for producing student/program materials
• Facilities coordination: recognizing maintenance needs and submitting work orders

Required Foundational Skills

• Communication: clear, professional writing and speaking, with correct spelling/grammar and an appropriate tone for parents, school staff, and military personnel
• Prioritization and independent judgment: managing competing tasks and making sound decisions with minimal supervision
• Collaboration: working effectively with instructors, coordinators, and outside stakeholders toward shared program goals
• Adaptability: comfortable switching between office work, physical upkeep tasks, and hands-on support during camps/events
• Growth mindset: actively seeking opportunities to build professional or STEM/education knowledge

Minimum Qualifications

• High school diploma or equivalent
• At least 18 years old
• Two years of experience in office support, clerical work, youth/educational programs, or an equivalent combination of education and experience

Alternate Pathways to These Skills Qualifying experience isn't limited to traditional office jobs — it may also come from military administrative roles, school or nonprofit volunteer coordination, small business/self-employment administration, or on-the-job training in a related field.

Preferred:

• Background or coursework in education or a STEM field (useful for classroom instruction support)
• Experience working with school-age youth or in a camp/outreach setting