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Job Information

Montana State University Academic Services Coordinator in Bozeman, Montana

Position Details

Position Information

Announcement Number STAFF - VA - 24198

For questions regarding this position, please contact:

Kim Hilmer at (406) 994-5376

Classification Title Program Coord II

Working Title Academic Services Coordinator

Brief Position Overview

The Department of Chemistry and Biochemistry is looking for a detail oriented, customer service focused individual to provide general office and accounts payable support in the Department.

Position Number 4M1903

Department Chemistry

Division College of Letters & Science

Appointment Type Classified

Contract Term Fiscal Year


If other, specify From date

If other, specify End date

FLSA Non-Exempt

Union Affiliation FOCUS-MFPE

FTE 1.0

Benefits Eligible Eligible

Salary Starting $23.05 per hour, commensurate with experience, education, and qualifications.

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

Position Details

General Statement

The Department of Chemistry and Biochemistry provides instruction, research, and outreach in several contexts. A large undergraduate chemistry program serves students in many disciplines and at several levels. Courses at the graduate level prepare students to be leaders in education and industry. Productive, nationally competitive research programs are pursued by the faculty so that students can acquire the most modern knowledge and techniques.

The Academic Services Coordinator reports directly to the Business Operations Manager and will work closely with the CLS Fiscal Services team. The ACS also works closely with the staff, faculty and students in the Department of Chemistry and Biochemistry by providing travel, purchasing card, invoice processing, and general office support to the department.

Duties and Responsibilities

  • Review bills and claims, and process payments by submitting appropriate forms and documents (credit card, invoices and stipends).

  • Track the movement of documentation within the department and CLS Fiscal Services to obtain necessary approval signatures in order to ensure timely payments and reimbursements.

  • Maintain departmental credit card accounts including obtaining receipts from card holders, coding in banner and reconciling and submitting monthly reports to University Business Services.

  • Prepare recharge bills and auto bills (such as copier use, facilities and equipment sales, Chemistry Stores) to bill to other departments or labs for services that Chemistry provides. Create invoices to bill customers off campus for services provided by the department.

  • Process travel paperwork, advances and reimbursements, and REU stipends.

  • Maintain and reconcile departmental petty cash accounts. Including parking, lab fees, copy and fax petty cash accounts.

  • Monitor various departmental contracts (such as gas and cylinder rental contracts and contracts for services).

  • Manage general supply ordering for CBB and Gaines Hall offices.

  • Assist general walk-in and phone traffic

  • Provides information to undergraduate students on graduation requirements, assists students in understanding and following academic policies, rules and requirements; registers students in restricted-entry courses; coordinates advising activities and events for department and CLS Advising Services; keeps students informed of academic and student support services; and processes undergraduate student paperwork.

  • Provides Support to the undergraduate program committee including researching and preparing data on academic enrollment trends.

  • Tracks all majors and informs BOM , DH, and faculty advisors and students of potential issues with students meeting requirements to graduate as well as helping to ensure that we have enough spaces in required courses to accommodate all majors.

  • Helps maintain course waiting lists as required.

  • Coordinates the Undergraduate Awards Banquet.

  • Serves as the primary contact person for the staff in Gaines Hall.

  • Serves as the primary point of contact in department for academic and student services office at MSU .

  • Assists with the daily operation of the offices in both Gaines and CBB as needed.

  • Provide support for the Chemistry Store

    Required Qualifications – Experience, Education, Knowledge & Skills

  • Fiscal management experience, including accounts payable and receivable, or an equivalent combination of education and/or experience.

  • Demonstrated experience performing detailed tasks with a high level of accuracy.

  • Demonstrated experience using database, spreadsheet, word processing, and e-mail software. Microsoft Office Excel, Word, and Outlook are preferred. (Please list software used and types of documents produced.)

    Preferred Qualifications – Experience, Education, Knowledge & Skills

  • Demonstrated excellent communication skills, including the ability to explain and communicate detailed information to a wide variety of individuals in person, over the phone or via email.

    The Successful Candidate Will

  • Provide high level customer service in a positive, professional and helpful manner.

  • Provide resourceful and creative solutions.

  • Appropriately handle confidential records and information.

  • Adapt to changing work priorities and frequent interruptions.

  • Exercise good judgment and self-motivation.

  • Work effectively both independently with minimal supervision and as part of team

  • Establish and maintain effective working relations with co-workers and the public.

  • Represent the Department of Chemistry and Biochemistry and the College of Letters and Science 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 January 19, 2024; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

Diversity Statement

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.

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.

MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: