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Job Information

Montana State University Administrative and Academic Program Coordinator in Bozeman, Montana

Position Details

Announcement Number STAFF - VA - 21162

For questions regarding this position, please contact:

Mary Murphy at 406-994-5206 or mmurphy@montana.edu

Classification Title Program Coord II

Working Title Administrative and Academic Program Coordinator

Brief Position Overview

The Ivan Doig Center for the Study of the Lands and Peoples of the North American West (Doig Center) and the American Studies program (AMST) are looking for a collegial, enthusiastic and motivated individual who is dedicated to supporting and growing the Center and AMST by providing a high level of programmatic and administrative support.

Position Number 4N0108

Department 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 Exempt from Collective Bargaining

FTE 0.75

Benefits Eligible Eligible

Salary Salary range of $15.00 to $17.675 hourly, commensurate with experience, education, and qualifications

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

General Statement

Doig Center builds on an interdisciplinary base of scholarship on the North American West in the College of Letters and Science and Montana State University more broadly. Drawing on faculty expertise, community networks, and our geographic location at the meeting point between the Great Plains and the Mountain West and in proximity to the border between the U.S. and Canada, the Center helps position MSU as an international hub for the study of critical issues involving human and environmental interactions in the North American West. By supporting and advancing interdisciplinary research, publication, and outreach, the Center helps establish a research-based resource for the regional and global community.

The AMST program is a richly interdisciplinary curriculum that provides challenging and diverse opportunities to study the history, people, cultures, and institutions of the United States. It immerses students in comparative perspectives of the American experience, engages them in the diversity of American life, and prepares them to confront, with historical awareness, the pressing problems that face our nation and society.

Duties and Responsibilities

Reporting to both the Doig Center and the Director of AMST, the Administrative and Academic Program Coordinator (AAPC) is required to provide a high level of administrative, customer service and programmatic support. This position requires diligent attention to detail, strong customer service and program management skills, and the ability to interact daily with the Directors, MSU faculty, staff, students, and the public.

The duties and responsibilities of the AAPC are critical to the operation and growth of the Doig Center and AMST program, and include the following:

Program Coordinator

  • Oversees the daily operations of the Doig Center and the AMST program, including office management and serving as the main point of contact for the Doig Center and AMST program.

  • Serves as Executive Assistant to the Directors.

  • Serves as liaison between the Center/program and CLS Fiscal Services and Human Resources. Duties include: budgets and oversees fiscal resources, including salaries and operations; prepares budgets for graduate student programs, graders and all events, including conferences; serves as account manager for purchasing card transactions and monthly report compilation; prepares and processes student scholarships, faculty and student travel grants, and employment paperwork/appointments for faculty, graduate students and undergraduate students.

  • Website development, maintenance and support in coordination with the Dean’s Office and University Communications.

Academic support

  • Coordinates the graduate student program in AMST and manages and implements the associated departmental and university polices and procedures in coordination with the Graduate School and Registrar’s Office.

  • Oversees and processes MA and PhD application materials, graduate student appointment paperwork, and graduate student tuition waiver allocations.

  • Assists with the recruitment, orientation and training of new graduate students.

Event management

  • Plans, coordinates and executes campus events such as conferences, visiting lecturer series, colloquiums and graduate student events.

  • Coordinates and processes speaker travel and hospitality.

  • Provides onsite event management.

  • Arranges transportation, lodging, schedules and meals for speakers.

  • Works with University Communications and the Dean’s Office to create promotional materials and publicize events.

    Required Qualifications – Experience, Education, Knowledge & Skills

  • Bachelor’s degree plus progressively responsible administrative work experience with an emphasis on customer service in a main office setting or an equivalent combination of relevant education and/or experience.

  • Demonstrated experience with event coordination/planning and event marketing.

  • Demonstrated success coordinating multiple projects at one time while staying within budget and meeting deadlines.

  • Demonstrated excellent written and customer service skills to a wide variety of constituents.

  • Demonstrated proficiency in Microsoft Word, Excel, Access, PowerPoint, Outlook, and other relevant computer software

    Preferred Qualifications – Experience, Education, Knowledge & Skills

  • Demonstrated fiscal management competence, including forecasting, budgeting, invoicing and monitoring departmental spending.

    The Successful Candidate Will

  • Possess the ability to be self-directed and independent, as well as be able to work effectively in a team environment;

  • Exercise good judgment and self-motivation;

  • Have superb organizational skills and attention to detail;

  • Possess excellent written and verbal communication skills;

  • Be able to effectively prioritize workload and activities in order to meet deadlines and adapt to changing priorities while maintain a positive, effective and professional manner;

  • Represent the CWLP and AMST program in an enthusiastic and professional manner.

    Position Special Requirements/Additional Information

This is a part time – 0.75 FTE position (30 hours per week).

Occasional work on nights and weekends is required for onsite event management.

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 February 15, 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 (http://www.montana.edu/hr/dualcareer.html) .

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; recruitment@montana.edu . 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: http://www.montana.edu/hr/disability_accommodation/complaints_grievances.html .

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