Job Information
Montana State University Academic Services Coordinator in Bozeman, Montana
Position Details
Position Information
Announcement Number STAFF - VA - 25269
For questions regarding this position, please contact:
Lisa Stevenson
Business Operations Manager
406-994-3884
lisa.stevenson1@montana.edu
Classification Title Program Coord II
Working Title Academic Services Coordinator
Brief Position Overview
The Academic Services Coordinator is a critical member of the Native American Studies Department within the College of Letters and Science, often serving as the initial point of contact for students and the public. The Academic Services Coordinator manages graduate and undergraduate student programs in the department and provides critical support to faculty in their mission to provide outstanding educational opportunities to all students at Montana State University.
Position Number 4M1018
Department Native American Studies
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 $24.55 per hour
Contract Type Classified Salary
If other, please specify
Recruitment Type Open
Position Details
General Statement
The Department of Native American Studies at Montana State University was established to provide and advance quality education for and about American Indians of Montana the region, and the nation. In fulfilling this mission, the Department is committed to meet the changing needs of Montana’s Indian tribes and all Montana citizens through excellence in teaching, research, and service.
In its academic programs, the Department provides concentrated study through a master’s in Native American Studies, a graduate certificate in Native American Studies and a non-teaching minor in Native American Studies, as well as opportunities for students to gain a multicultural perspective in pursuing a general education through the University’s core curriculum.
The Academic Services Coordinator is required to provide a high level of administrative support, customer service, and technical support. This first-contact position provides student support services, faculty support, office coordination and event planning and organization. This position interacts daily with the Department Head, 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 be an expert in the curriculum of the department and will exhibit professionalism at all times, maintaining their composure in complex or difficult situations.
Duties and Responsibilities
The duties and responsibilities include the following:
- Assists department head, business operations manager and faculty in day-to-day operations of the office, as needed.
Graduate Program Coordinator
Responsible for coordinating the graduate student program and for managing and implementing associated departmental and university policies and procedures in conjunction with the Graduate School, Registrar’s Office, and the Office of International Programs.
Oversees and processes MS application materials in CollegeNet.
Responds to general graduate program inquiries.
Aids current students with registration, understanding policies and procedures, and the graduation process, including scheduling rooms for defenses, and updating departmental student handbook.
Manages binding process for graduate theses.
Processes requests for affiliate appointments related to graduate committees.
Manages record keeping and filing forms with the Grad School and department.
Undergraduate Program Coordinator
Manages the non-teaching minor program for the Department.
Registers students in restricted-entry courses and keeps records of internship/independent study course work.
Helps students understand and follow academic policies, rules, and requirements.
Encourages students, especially first-year, transfer, and non-traditional students, to seek out advising in our department; assigns faculty advisors to each student in department.
Coordinates advising activities and events with the CLS Advising Office.
Helps make students aware of campus-wide advising and other academic support services.
Also meets with prospective students (and parents) visiting campus interested in one of our degree options.
Acts 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.
Additional responsibilities include but are not limited to:
Submitting catalog revisions;
Updating course schedule each semester;
Organizing and submitting all textbook requisitions each semester;
Schedule classrooms for courses and events;
Organizing and maintaining paper and electronic student files and forms for undergraduate and graduate students;
Researching and preparing data on academic issues such as course offerings, enrollment, and course loads to provide supporting documentation to manage curricula;
Manage and oversee planning, administration, and coordination of special events;
Creation and design of newsletters, event advertising, program flyers, and departmental forms as well as the management of departmental websites through the Content Management System ( CMS ), and Facebook page;
Coordinate events and reservations for the American Indian Hall Building.
Responsible for working with the Dean’s Office and University Communications in the creation of the annual newsletter, creation and revisions of department option forms, designs event advertising, posters, and invitations while ensuring implementation of the University’s brand guidelines.
Required Qualifications – Experience, Education, Knowledge & Skills
Progressively responsible administrative work experience with an emphasis on office administration, or an equivalent combination of relevant education and experience.
Demonstrated excellence in customer service and working with constituents from all backgrounds.
Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
Demonstrated competence maintaining records with a high degree of accuracy and close attention to detail.
Demonstrated advanced skill using personal computers and various software such as word processing, spreadsheets, relational databases, email and internet (please list equipment and software used).
Preferred Qualifications – Experience, Education, Knowledge & Skills
Bachelor’s degree in a related field.
Demonstrated experience working in an academic environment.
Knowledge of American Indian cultures and the ability to communicate effectively with people from all backgrounds.
The Successful Candidate Will
Ability to maintain confidentiality of records and information.
Ability to thrive in an “open door” environment, maintaining accessibility to faculty, staff, and students.
Demonstrated competence organizing and prioritizing multiple work assignments with a high degree of accuracy and close attention to detail, meeting deadlines, and exercising adaptability to changing priorities in a busy office setting with constant interruptions.
Demonstrated ability to exercise sound judgment in decision making and interpreting and applying policies and procedures.
Demonstrated excellent verbal and written communication skills; communicate effectively with employees, students, and the public, including in person, over the phone, and in writing.
Establish and maintain effective working relations with co-workers and other departments and staff across campus.
Work independently with minimal supervision and as part of a team.
Accomplish many dissimilar tasks in a high demanding environment, with numerous interruptions, while maintaining a pleasant demeanor and positive attitude.
Ability to learn MSU policies, procedures, and systems for student data tracking.
Ability to identify shortcomings within a process and implement changes to improve the quality of the product.
Demonstrated self-motivation and ability to follow through on tasks and projects to completion.
Represent the Department of Native American Studies and its programs 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 February 14, 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.