Academic Services Coordinator
Montana State University
Position Details Position Information Announcement Number STAFF - VA - 26006 For questions regarding this position, please contact: Katie Sutich
Assistant to the Dean
katie.sutich@montana.edu Classification Title Program Coord II Working Title Academic Services Coordinator Brief Position Overview The full-time Academic Services Coordinator provides a high level of customer service and student support to the Department of Earth Sciences. Position Number 4N0706 Department Earth Sciences Division College of Letters & Science Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation FOCUS-MFPE FTE 1.0 Benefits Eligible Eligible Salary $20.49 per hour, commensurate with experience, education, and qualifications. Contract Type Classified Hourly If other, please specify Recruitment Type Open Position Details General Statement The Academic Services Coordinator acts as the primary student contact and academic coordinator for undergraduate and graduate students in the Department of Earth Sciences. As academic services coordinator, they work closely with the Department Head, Business Operations Manager, tenure-track faculty, and approximately 200 undergraduate student majors and 50 graduate students. This position manages department communications including the department websites. Duties and Responsibilities The Academic Services Coordinator is required to provide a high level of administrative support, customer service, and technical support to the Department of Earth Sciences. This first-contact position provides seamless coverage and back-up of the day-to-day tasks of the office, as well as providing academic services to the students in the department. The person in the position will interact daily with the Department Heads, faculty, other MSU staff, students, and the public, requiring strong communication skills. Because this position is highly visible and people-oriented, the person in this position must possess the skills to respond to a variety of clientele tactfully and diplomatically.
The duties and responsibilities of the Academic Services Coordinator include the following:
Undergraduate Program Coordinator:
Serves as the primary point of contact with the MSU student service units including the Office of the Registrar, Office of Admissions, Student Employment Services, and Student Support Services. Helps make students aware of campus-wide advising and other academic support services. Helps students understand and follow academic policies, rules, and requirements. Registers students in restricted-entry courses and keeps records of internship/independent study course work. Manages UG scholarship awarding process; maintains/updates award information. Manages Degree Works exceptions with faculty advisor approval
Graduate Program Coordinator:
Coordinates the graduate student programs in the department. Coordinates and processes MS and PhD application materials and assists graduate students with completing program of study paperwork, committee forms, and graduation applications. Manages and implements associated department and university policies and procedures in conjunction with the Graduate School, Registrar’s Office, and the Office of International Programs. Assists, as needed, with new graduate student orientation, working with the Graduate Program Committee and course supervisors. Schedules graduate classrooms, organizes and maintains paper and electronic graduate student files, and serves as the first point of graduate student contact for the department. Manages the scholarship awarding process for graduate research fellowships, and graduate student travel fellowship; assists with corresponding budget. Manages grad student awards; solicits applications and coordinates faculty review and student notification. Generates all departmental correspondence to graduate students. Provides administrative support to the Graduate Committee, Qualifying Exam Committee, and other departmental entities as needed.
Communications/Events Coordinator:
Manages and oversees the planning, administration, and coordination of special events in the department, including booking locations, assisting with transportation and lodging reservations, overseeing/managing event budgets, designing and sending invitations, ordering refreshments and gathering and compiling meeting materials. Creates departmental marketing and promotional materials in partnership with University Communications. Manages and maintains web pages in accordance with university guidelines.
Administration:
Serves as front-line customer service; assists department head, business operations manager, and faculty in day-to-day operations of the department office. Maintains schedules for conference rooms. Manages catalog revisions and course offerings in campus systems. Organizes and submits all textbook requisitions. Researches and prepares data on academic issues such as course offerings, enrollment, and course loads to provide supporting documentation to manage curricula.
Required Qualifications – Experience, Education, Knowledge & Skills Progressively responsible experience providing customer service in an office environment or an equivalent combination of relevant education and/or experience. Demonstrated excellent customer service and written and verbal communication skills to serve constituents from all backgrounds. Demonstrated competence organizing and prioritizing multiple work assignments with a high degree of accuracy and close attention to detail, while meeting deadlines, and exercising adaptability to changing priorities in a busy office setting with constant interruptions. Demonstrated competence using personal computers and software, such as word processing, spreadsheets, electronic calendars, and e-mail. Microsoft Office Suite preferred. Preferred Qualifications – Experience, Education, Knowledge & Skills Demonstrated experience maintaining and updating websites. Experience working in an academic setting. Experience composing, editing, and distributing a newsletter. The Successful Candidate Will Possess the ability to become an expert in the curriculum of the Earth Sciences Department. Apply sound judgment and perform duties with minimal supervision. Be innovative and self-motivated. Demonstrate excellent verbal and written communication skills. Communicate effectively with employees and the public, both in person and over the phone. Handle confidential records and information. Act as a team player, establishing and maintaining effective working relationships with co-workers and the public. Accomplish many dissimilar tasks in a high-demand environment while maintaining a pleasant demeanor. Represent the Department of Earth Sciences to others in a professional and courteous manner. Position Special Requirements/Additional Information This job description should not be construed as an exhaustive statement of duties, responsibilities, or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time. Physical Demands To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required. This position has supervisory duties? No Posting Detail Information Number of Vacancies 1 Desired Start Date Upon completion of a successful search. Position End Date (if temporary) Open Date Close Date Applications will be: Screening of applications will begin on July 15, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions EEO Statement Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile. Applicant Documents Required Documents Resume Cover Letter Optional Documents Supplemental Questions
Assistant to the Dean
katie.sutich@montana.edu Classification Title Program Coord II Working Title Academic Services Coordinator Brief Position Overview The full-time Academic Services Coordinator provides a high level of customer service and student support to the Department of Earth Sciences. Position Number 4N0706 Department Earth Sciences Division College of Letters & Science Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation FOCUS-MFPE FTE 1.0 Benefits Eligible Eligible Salary $20.49 per hour, commensurate with experience, education, and qualifications. Contract Type Classified Hourly If other, please specify Recruitment Type Open Position Details General Statement The Academic Services Coordinator acts as the primary student contact and academic coordinator for undergraduate and graduate students in the Department of Earth Sciences. As academic services coordinator, they work closely with the Department Head, Business Operations Manager, tenure-track faculty, and approximately 200 undergraduate student majors and 50 graduate students. This position manages department communications including the department websites. Duties and Responsibilities The Academic Services Coordinator is required to provide a high level of administrative support, customer service, and technical support to the Department of Earth Sciences. This first-contact position provides seamless coverage and back-up of the day-to-day tasks of the office, as well as providing academic services to the students in the department. The person in the position will interact daily with the Department Heads, faculty, other MSU staff, students, and the public, requiring strong communication skills. Because this position is highly visible and people-oriented, the person in this position must possess the skills to respond to a variety of clientele tactfully and diplomatically.
The duties and responsibilities of the Academic Services Coordinator include the following:
Undergraduate Program Coordinator:
Serves as the primary point of contact with the MSU student service units including the Office of the Registrar, Office of Admissions, Student Employment Services, and Student Support Services. Helps make students aware of campus-wide advising and other academic support services. Helps students understand and follow academic policies, rules, and requirements. Registers students in restricted-entry courses and keeps records of internship/independent study course work. Manages UG scholarship awarding process; maintains/updates award information. Manages Degree Works exceptions with faculty advisor approval
Graduate Program Coordinator:
Coordinates the graduate student programs in the department. Coordinates and processes MS and PhD application materials and assists graduate students with completing program of study paperwork, committee forms, and graduation applications. Manages and implements associated department and university policies and procedures in conjunction with the Graduate School, Registrar’s Office, and the Office of International Programs. Assists, as needed, with new graduate student orientation, working with the Graduate Program Committee and course supervisors. Schedules graduate classrooms, organizes and maintains paper and electronic graduate student files, and serves as the first point of graduate student contact for the department. Manages the scholarship awarding process for graduate research fellowships, and graduate student travel fellowship; assists with corresponding budget. Manages grad student awards; solicits applications and coordinates faculty review and student notification. Generates all departmental correspondence to graduate students. Provides administrative support to the Graduate Committee, Qualifying Exam Committee, and other departmental entities as needed.
Communications/Events Coordinator:
Manages and oversees the planning, administration, and coordination of special events in the department, including booking locations, assisting with transportation and lodging reservations, overseeing/managing event budgets, designing and sending invitations, ordering refreshments and gathering and compiling meeting materials. Creates departmental marketing and promotional materials in partnership with University Communications. Manages and maintains web pages in accordance with university guidelines.
Administration:
Serves as front-line customer service; assists department head, business operations manager, and faculty in day-to-day operations of the department office. Maintains schedules for conference rooms. Manages catalog revisions and course offerings in campus systems. Organizes and submits all textbook requisitions. Researches and prepares data on academic issues such as course offerings, enrollment, and course loads to provide supporting documentation to manage curricula.
Required Qualifications – Experience, Education, Knowledge & Skills Progressively responsible experience providing customer service in an office environment or an equivalent combination of relevant education and/or experience. Demonstrated excellent customer service and written and verbal communication skills to serve constituents from all backgrounds. Demonstrated competence organizing and prioritizing multiple work assignments with a high degree of accuracy and close attention to detail, while meeting deadlines, and exercising adaptability to changing priorities in a busy office setting with constant interruptions. Demonstrated competence using personal computers and software, such as word processing, spreadsheets, electronic calendars, and e-mail. Microsoft Office Suite preferred. Preferred Qualifications – Experience, Education, Knowledge & Skills Demonstrated experience maintaining and updating websites. Experience working in an academic setting. Experience composing, editing, and distributing a newsletter. The Successful Candidate Will Possess the ability to become an expert in the curriculum of the Earth Sciences Department. Apply sound judgment and perform duties with minimal supervision. Be innovative and self-motivated. Demonstrate excellent verbal and written communication skills. Communicate effectively with employees and the public, both in person and over the phone. Handle confidential records and information. Act as a team player, establishing and maintaining effective working relationships with co-workers and the public. Accomplish many dissimilar tasks in a high-demand environment while maintaining a pleasant demeanor. Represent the Department of Earth Sciences to others in a professional and courteous manner. Position Special Requirements/Additional Information This job description should not be construed as an exhaustive statement of duties, responsibilities, or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time. Physical Demands To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required. This position has supervisory duties? No Posting Detail Information Number of Vacancies 1 Desired Start Date Upon completion of a successful search. Position End Date (if temporary) Open Date Close Date Applications will be: Screening of applications will begin on July 15, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions EEO Statement Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile. Applicant Documents Required Documents Resume Cover Letter Optional Documents Supplemental Questions
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