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Job Information

Montana State University Undergraduate Student Academic Coordinator in Bozeman, Montana

Position Details

Position Information

Announcement Number STAFF - VA - 23290

For questions regarding this position, please contact:

Stacy Nation-Knapper at 406-994-4262 or

Classification Title Program Coord II

Working Title Undergraduate Student Academic Coordinator

Brief Position Overview

The Department 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 Undergraduate Student Academic Coordinator manages 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 4M0449

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 1.0

Benefits Eligible Eligible

Salary Starting $20.49 per hour, commensurate with experience, education, and qualifications

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement

The Undergraduate Student Academic Coordinator provides a high level of administrative support, customer service, and technical support to students, faculty, and staff, including operating as part of the face of the department as one of the first contacts in the office and support during prospective student visits and at student orientation events.

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 ( ; Office of Diversity and Inclusion ( ; Black, Indigenous, and People of Color ( BIPOC ) Plan ( ; CLS Commitment to Diversity, Equity, and Inclusion ( ; 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 ( .

Duties and Responsibilities

Undergraduate Program Coordinator:

  • Coordinate the undergraduate student programs in the two discipline areas in the department (Physics and Astronomy).

  • Manage and implement associated department and university policies and procedures in conjunction with the Registrar’s Office and the Office of International Programs.

  • Oversee and process graduation application materials.

  • Assist in the recruitment of undergraduate students.


  • 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 undergraduate program, working with University Communications, the Business Operations Manager, and the Graduate Program Manager, ensuring compliance and implementation of University brand Guidelines.

  • Manage and maintain undergraduate web pages, ensuring web sites adhere to College and University Guidelines.

Additional responsibilities include, but are not limited to:

  • Schedule undergraduate classrooms, organize and maintain paper and electronic undergraduate student files, and serve as the first point of undergraduate student contact for the department.

  • In conjunction with Department Head and MSU Alumni Foundation, manage the scholarship awarding process for undergraduate research fellowships, undergraduate student travel fellowships, and undergraduate scholarship.

  • Manage student awards: Solicit applications and coordinate faculty review and student notification, for both graduate and undergraduate awards.

  • Oversee student follow-up reporting to donors.

  • Manage student scholarship and fellowship budget, advising department head on availability of funds and uses of available funds that will further program needs.

  • Provide back-up coverage to other department office staff.

    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 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 in a related field.

  • 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 judgment and adaptability to changing priorities in a busy office setting with frequent interruptions.

  • Have 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.

  • Consistently exercise initiative and sound judgment; 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.

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

  • Represent Physics 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 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 March 31, 2023; 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.

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: