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Job Information

Montana State University Student Academic Coordinator in Bozeman, Montana

Position Details

Announcement Number STAFF - VA - 21088

For questions regarding this position, please contact:

Ileana Yates-Johnson at 994-2922 or

Classification Title Program Coord II

Working Title Student Academic Coordinator

Brief Position Overview

In conjunction with the College of Agriculture (COA) Advising Services, the Academic Coordinator provides a high level of administrative, customer service, and technical support to students, faculty and staff in their assigned departments. The position will work closely with the department head to provide service to undergraduate and graduate students, as well as general support to the department head, faculty and department affiliates as needed.

Position Number 4M1875 (PSPP) & 4M0332 (MBI)

Department Dean of Agriculture

Division College of Agriculture/MAES

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 Salary commensurate with experience, education, and qualifications.

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

General Statement

Welcome to the Montana State University College of Agriculture! Our blend of learning, discovery and outreach programs reflect our university’s Land Grant designation. Through a federal/state partnership with the Montana Agricultural Experiment Station (MAES) and Extension Service, we strive for excellence in academics, research and engagement.

Duties and Responsibilities

Undergraduate Program Coordination

  • Schedule and provide initial departmental orientation for new undergraduate students. Assist students with initial orientation to DegreeWorks and identifying their advisor.

  • Work with faculty advisors and certifying officer on transfer coursework and substitutions of courses; assist students in understanding and following university and departmental academic policies and procedures, rules and requirements; register students in restricted-entry courses and maintain waiting lists for faculty.

  • Keep students informed of academic and student support services and process multiple undergraduate student forms, including undergrad research, independent study, Add/Drop, Change of Curriculum and major and minor applications. *Coordinate prospective student campus and classroom visits

  • Serve as department liaison with the College of Agriculture Advising Center and Advising Commons to assign students to appropriate faculty advisors, as well as provide current information necessary for faculty to be updated on undergraduate academic advising materials and course information.

  • Contribute to innovative ideas to support the growth and effectiveness of the departmental advising programs.

Graduate Program Coordination

  • Coordinate the graduate student program by 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.

  • Respond to general graduate program inquiries in person, over the phone and through email.

  • Oversee and process application materials

  • Schedule and provide initial departmental orientation for new graduate students. Monitor graduate student academic and program satisfactory progress. Provide guidance and encouragement until the student has satisfied requirements of the M.S. or Ph.D. program. Assist students with various forms for the Graduate School, thesis defense and graduation.

Additional responsibilities include but are not limited to:

  • Work with undergraduate and graduate curriculum committees and faculty to submit revisions and updates for the Catalog and Schedule of Classes; coordinate the completion and submission of curriculum assessments; schedule classrooms and process textbook requisitions; coordinate advising evaluations and instructor course evaluations processes; organize and maintain paper and electronic student files. *Coordinate student building access

  • Research and prepare data on academic and enrollment trends, teaching load reports and alumni data for department head. Work with other staff to coordinate and maintain departmental web pages, academic related web pages, departmental brochures and student resources.

  • Assists department head, faculty, business manager and administrative staff in day-to-day operations in regard to student services as needed.

Required Qualifications – Experience, Education, Knowledge & Skills

  • Experience in an office setting.

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

  • Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities and handle multiple responsibilities while maintaining a positive, effective, and professional attitude.

  • Demonstrated competence maintaining records with a high degree of accuracy and close attention to detail.

  • Demonstrated 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.

  • Demonstrated experience working in an academic environment and/or directly with students.

  • Experience maintaining web pages.

The Successful Candidate Will

  • Possess excellent written and verbal communication skills and the ability to articulate detailed information and policies and procedures, both verbally and in writing to a wide variety of constituents;

  • Have the ability to manage sensitive and confidential situations and records appropriately;

  • Possess the ability to troubleshoot problems and have candid conversations;

  • Establish and maintain productive and positive working relations with co-workers, faculty, students, supervisors, and the public. Work independently with minimal supervision and as part of a team; Accomplish many dissimilar tasks in a highly demanding environment while maintaining a pleasant demeanor;

  • Have the ability to possess a thorough understanding of MSU Banner, Astra, DegreeWorks, Course Scheduler, College-Net and CIM, registrar forms, policies, procedures, resources, and deadlines;

  • Liaison with associated MSU Departments, including Admissions, New Student Services, Registrar, Office of Student Success, Academic Advising Center, and the Graduate School;

  • Possess the ability and skill to interpret, implement and communicate new policies and procedures;

  • Represent the College of Agriculture and MSU in a professional and courteous manner.

Position Special Requirements/Additional Information

MSU has a robust benefits package including: retirement, health, vision and dental.

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 2

Desired Start Date Upon successful completion of search

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on 11/13/2020; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

To apply:

Upload your resume and a cover letter outlining how you meet each individual required and preferred qualification.

Please note, this posting requires contact information for three professional references within your app profile.

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: .