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Job Information

Montana State University Academic Services Coordinator in Bozeman, Montana

Position Details

Announcement Number STAFF - VA - 21358

For questions regarding this position, please contact:

Stephanie McLaren

Classification Title Program Coord II

Working Title Academic Services Coordinator

Brief Position Overview

The Departments of Physics is looking for a collegial, dynamic and motivated individual who is dedicated to supporting student success and is able to thrive in an environment that includes frequent interactions with students, faculty and staff. The Student Academic Coordinator manages the undergraduate student programs in the departments and provides critical support to faculty in their mission to provide outstanding educational opportunities to all students at Montana State University.

Position Number 4N0552

Department Physics

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 0.75

Benefits Eligible Eligible

Salary $15.14 - 17.67 per hour, commensurate with experience, education, and qualifications

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

General Statement

The Academic Services Coordinator coordinates undergraduate student programs in the Department of Physics and provides critical support to faculty in their mission to provide outstanding educational opportunities to all students at Montana State University. This first-contact position provides high level customer service and student and faculty support, office coordination and event planning and organization. This position interacts daily with the Department Chairs, faculty, other MSU staff, students, and the public, therefore the person in this position must possess strong communication skills to tactfully and diplomatically respond to a variety of clientele both internal and external to the department. This person also must possess the ability to multi-task, be an expert in the curriculum of the departments and will exhibit professionalism at all times, maintaining their composure in complex or difficult situations.

Duties and Responsibilities

  • Responsible for coordinating the undergraduate student program in the departments and for managing and implementing associated departmental and university policies and procedures in conjunction with the Registrar’s Office and the Office of International Programs.

  • Assist undergraduate students with completely program of study paperwork, committee forms, and graduation applications.

  • Assist in the recruitment, orientation and training of new undergraduate students.

  • Advise undergraduate students on graduation requirements, assist students in understanding and following academic policies, rules and requirements; and process undergraduate student paperwork.

  • Scheduling classrooms, organizing and maintaining paper and electronic student files, and serving as the first point of student contact for the department.

  • Manages and implements semester course offerings and catalog revisions, coordinates the semester evaluation process; supports the internship program and coordinator; organizes and submits all semester textbook requisitions; and, organizes and maintains paper and electronic student files.

  • Manage and oversee the planning, administration and coordination of special events, including booking locations, assisting with transportation and lodging reservations, ordering refreshments and gathering and compiling meeting materials.

  • Creation and design of newsletters, event advertising, posters and invitations, working with University Communications to ensure implementation of the university’s brand guidelines for those products. Creation and revision of department forms.

*Management of departmental websites through the university’s Content Management System ( CMS ). Ensures websites adhere to university’s branding guidelines.

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 excellence in customer service skills and working with a diverse group of constituents.

  • Demonstrated excellent written and verbal communication skills and the ability to articulate detailed information and policies both verbally and in writing to a wide variety of constituents.

  • Demonstrated competence using personal computers and software; including word processing, spreadsheets, electronic calendars and email. Microsoft Office Suite is preferred.

    Preferred Qualifications – Experience, Education, Knowledge & Skills

  • Experience, education, and knowledge of undergraduate and graduate academic admissions and academic programs.

    The Successful Candidate Will

  • Consistently exercise initiative and sound judgement.

  • Have excellent decision-making and problem-solving skills.

  • Have competence organizing and prioritizing multiple work assignments with a high degree of accuracy and close attention to detail while meeting deadlines and exercising sound judgement and adaptability to changing priorities in a busy office setting with frequent interruptions.

  • Work independently in an efficient and organized manner.

  • Manage sensitive and confidential situations and information appropriately.

  • Establish and maintain productive and positive working relations with co-workers, faculty, students, supervisors, and the public in a team-oriented environment.

  • Possess the ability and skill to interpret, implement and communicate new policies and procedures; effectively operate work-related equipment.

  • Communicate effectively with employees and the public in person, in written correspondence and over the phone.

  • Represent The College of Letters and Science and its programs 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

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 23, 2021; 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 ( .

Montana State University is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of an individual’s race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran’s status, sex, age, political ideas, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. To request an accommodation, contact the Human Resources Office, PO Box 172520, Montana State University, Bozeman MT 59717-2520; 406-994-3651; .

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: ( .