Graduate Academic Services Coordinator
Montana State University
Position Details Position Information Announcement Number STAFF - VA - 25359 For questions regarding this position, please contact: Katie Sutich
Business Operations Manager
406-994-3603
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 $23.05 per hour Contract Type Classified Hourly 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.
We seek candidates who will work professionally and effectively with individuals of all backgrounds, possess effective interpersonal, written, and verbal communication skills and have the ability to contribute positively to the academic success of the students and the mission of Montana State University. 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 post-secondary education, or equivalent experience, education, and knowledge. Demonstrated administrative experience working with constituents from all backgrounds, which includes public relations or customer service experience. 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. Two years full-time administrative experience, which includes public relations, customer service, or the part-time equivalent. 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 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 May 13, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions 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
Business Operations Manager
406-994-3603
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 $23.05 per hour Contract Type Classified Hourly 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.
We seek candidates who will work professionally and effectively with individuals of all backgrounds, possess effective interpersonal, written, and verbal communication skills and have the ability to contribute positively to the academic success of the students and the mission of Montana State University. 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 post-secondary education, or equivalent experience, education, and knowledge. Demonstrated administrative experience working with constituents from all backgrounds, which includes public relations or customer service experience. 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. Two years full-time administrative experience, which includes public relations, customer service, or the part-time equivalent. 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 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 May 13, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions 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
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