Job Information
Montana State University Graduate Academic Services Coordinator in Bozeman, Montana
Position Details
Position Information
Announcement Number STAFF - VA - 24201
For questions regarding this position, please contact:
Katie Sutich at (406) 994-3603 or katie.sutich@montana.edu.
Classification Title Program Coord II
Working Title Graduate Academic Services Coordinator
Brief Position Overview
The Department of Mathematical Sciences 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 Graduate Academic Services Coordinator manages the graduate program 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 4M1208
Department Mathematical 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 Starting $23.05 per hour, commensurate with experience, education, and qualifications.
Contract Type Classified Salary
If other, please specify
Recruitment Type Open
Position Details
General Statement
The Graduate Academic Services Coordinator manages the graduate program in the department and provides critical support to faculty in their mission to provide outstanding educational opportunities to all students at Montana State University.
Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. The College of Letters & Science ( CLS ) at Montana State University encourages individuals interested in advancing the University’s Strategic Plan diversity, equity, and inclusion goals to apply. Links to the University Strategic Plan (https://www.montana.edu/strategicplan/) ; Office of Diversity and Inclusion (https://www.montana.edu/diversity/) ; Black, Indigenous, and People of Color ( BIPOC ) Plan (https://www.montana.edu/diversity/bipoc/index.html) ; CLS Commitment to Diversity, Equity, and Inclusion (http://www.montana.edu/lettersandscience/diversity.html) ; and CLS newsletter, Diversity Matters are all embedded here for reference. CLS is committed to developing a diverse faculty, staff, and student body and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in research, teaching, and service/outreach engagement, and institutional success. In keeping with this commitment, the College encourages applications from candidates with diverse backgrounds. We recruit, employ, train, and promote regardless of race, gender, sex, religion, gender identity or expression, sexual orientation, color, national origin, disability, age, veterans status, and other underrepresented groups. MSU also recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples (https://www.montana.edu/hr/dualcareer.html) .
Duties and Responsibilities
Graduate Program Manager:
Coordinate the graduate student programs in the four discipline areas in the department (Math-Education, Mathematics, Statistics, and Data Science)
Manage and implement associated department and university policies and procedures in conjunction with the Graduate School, Registrar’s Office and the Office of International Programs, including new hire paperwork for graduate students.
Oversee and process MS and PhD application materials, graduate student appointment paperwork, and graduate student tuition waiver allocations.
Assist in the recruitment of graduate students.
Organize and coordinate new graduate student orientation, working with the Graduate Program Committee, course supervisors, and the GTA Induction Team.
Manage graduate student space assignments, in compliance with College and University policies.
Communications/Events:
Manage and oversee the planning, administration and coordination of special events in the department, including booking locations, assisting with transportation and lodging reservations, overseeing/managing event budgets, ordering refreshments and gathering and compiling meeting materials.
Create department marketing and promotional materials relating to the graduate program, working with University Communications and the Undergraduate Program Manager, ensuring compliance and implementation of University brand Guidelines
Manage and maintain graduate web pages, ensuring web sites adhere to College and University guidelines.
Additional responsibilities include, but are not limited to:
Schedule graduate classrooms, organize and maintain paper and electronic graduate student files, and serve as the first point of graduate student contact for the department.
Assist Department Head in making appropriate teaching assignments for graduate students, based on knowledge of graduate student individual progress.
In conjunction with Department Head and MSU Alumni Foundation, manage the scholarship awarding process for graduate research fellowships and graduate student travel fellowships.
Manage graduate student awards: Solicit applications and coordinate faculty review and student notification.
Maintain up-to-date budget records for graduate appointments.
Provide back-up coverage to other department office staff.
Required Qualifications – Experience, Education, Knowledge & Skills
Two years of post-secondary education plus two years of full-time (or Experience, Education, Knowledge & part-time equivalent) administrative experience, which includes: public relations/customer service or an equivalent combination of relevant education and/or experience.
Demonstrated experience in customer service skills and working with a diverse group 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
Bachelor’s degree.
Experience, education, and knowledge of undergraduate and graduate academic admissions and academic programs.
Working knowledge of accounting and financial procedures and principles.
The Successful Candidate Will
The successful candidate will:
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;
have excellent written and verbal communication skills and the ability to efficiently articulate detailed information and policies both verbally and in writing to a wide variety of constituents;
consistently exercise initiative and sound judgement;
have excellent decision-making and problem-solving skills;
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;
represent Mathematical Sciences 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? Yes
Posting Detail Information
Number of Vacancies
Desired Start Date
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Review of applications will be on a continual basis and will continue until the position is filled.
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: https://www.montana.edu/hr/recruitment/dualcareer.html