Academic Services Coordinator

Position Details

Position Information

Announcement Number STAFF - VA - 26411 For questions regarding this position, please contact:

Maggie Blake

Business Operations Manager

406-994-6909

maggie.blake@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 Department of Earth Science within the College of Letters and Science, serving as the initial point of contact for students and the public. This role manages the undergraduate and graduate programs, provides comprehensive administrative, technical, and customer service support, and assists faculty in delivering outstanding educational opportunities to all students at Montana State University.

Success in this highly visible, people-focused position requires strong communication skills and the ability to interact tactfully and professionally with faculty, staff, students, and the public.

Position Number 4N0706 Department Earth 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 $21.99 per hour, commensurate with experience, education, and qualifications Contract Type Classified Hourly If other, please specify Recruitment Type Open

Position Details

General Statement

The Department of Earth Sciences offers undergraduate majors in geography, geology, GIS/planning, paleontology, and snow science. Graduate students can pursue a Master of Science and Doctor of Philosophy in Earth Sciences Programs. The Department serves over 250 undergraduate students and approximately 50 graduate students.

The Academic Services Coordinator acts as the primary student contact and academic coordinator for undergraduate and graduate students in the Department of Earth Sciences. As academic services coordinator, they work closely with the Department Head, Business Operations Manager, tenure-track faculty, and students.

Duties and Responsibilities

Graduate Program Coordination

• Coordinates key aspects of graduate programs, including processing applications, scheduling classrooms, maintaining student records, and supporting students through comprehensive exams and graduation processes and procedures.
• Supports graduate student orientation and committee activities.
• Processes graduate awards, fellowships, and assists with related budgets.
• Generates all departmental correspondence to graduate students.

Undergraduate Program Coordination

• Coordinates key aspects of non-teaching minor and undergraduate programs, including student registration, course prerequisite checks, records management, DegreeWorks exceptions, and scholarship awarding processes.
• Coordinates advising efforts and assigns faculty advisors.
• Meets with prospective students and families.
• Serves as liaison to campus student services offices.

Communications & Events

• Plans and coordinates departmental events, including venue booking, travel and lodging arrangements, budget management, invitations, refreshments, and meeting materials.
• Coordinates with the Dean's Office and University Communications to develop newsletters, promotional materials, and departmental content, including website and social media updates.

Administrative Support

• Provides front-line customer service and daily office support.
• Maintains shared spaces and schedules (e.g., conference rooms) as well as department websites and listservs.
• Processes course scheduling, catalog updates, and textbook orders.
• Compiles and analyzes data related to enrollment, courses, and curriculum.
• Provides guidance on department and university policies and procedures in conjunction with the Graduate School, Registrar's Office, and the Office of International Programs.

Required Qualifications - Experience, Education, Knowledge & Skills

• Progressively responsible administrative work experience, or an equivalent combination of relevant education and experience.
• Demonstrated experience in customer service and working with constituents from all backgrounds.
• Demonstrated experience organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability with a high degree of accuracy.
• Advanced proficiency in Microsoft Word and Excel, Outlook, and computer databases.

Preferred Qualifications - Experience, Education, Knowledge & Skills

• Bachelor's degree in a related field.
• Knowledge of MSU procedures and policies, or previous experience working in an academic department in a higher education setting.

The Successful Candidate Will

• Possess excellent written and verbal communication skills.
• Possess strong decision-making and problem-solving skills.
• Demonstrated self-motivation and ability to follow through on tasks and projects to completion.
• Ability to learn MSU policies, procedures, and systems for student data tracking.
• Have the ability to establish and maintain productive and positive working relations with coworkers, faculty, students, supervisors, and the public.
• Represent the Department of Earth Science 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 June 1, 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

This position is not eligible for sponsorship.

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.

Applicant Documents

Required Documents

• Resume
• Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).