Job description

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 approximately 200 undergraduate student majors and 50 graduate students. This position manages department communications including the department websites.

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
The Academic Services Coordinator is required to provide a high level of administrative support, customer service, and technical support to the Department of Earth Sciences. This first-contact position provides seamless coverage and back-up of the day-to-day tasks of the office, as well as providing academic services to the students in the department. The person in the position will interact daily with the Department Heads, faculty, other MSU staff, students, and the public, requiring strong communication skills. Because this position is highly visible and people-oriented, the person in this position must possess the skills to respond to a variety of clientele tactfully and diplomatically. This person must possess the ability to become an expert in the Earth Sciences curriculum.

The duties and responsibilities of the Academic Services Coordinator include the following:

Undergraduate Program Coordinator
Helps students understand and follow academic policies, rules, and requirements
Organizes advising lunches to encourage students, especially first-year, transfer, and non-traditional students, to seek out advising in the department
Helps makes students aware of campus-wide advising and other academic support services
Meets with prospective students (and sometimes parents) visiting campus interested in one of our degree options
Leads new student/transfer students orientations.

Communications Coordinator
Responsible for newsletters
Creates and revises department option forms
Designs event advertising, posters, and invitations
Manages and updates the departmental websites
Coordinates logistics for events and projects including booking locations, assisting with transportation and lodging reservations, ordering refreshments, designing and sending invitations, and gathering and compiling meeting materials

Additional responsibilities include:
Catalog revisions
Course offerings on the schedule of classes each semester
Coordinating internship opportunities
Supervising student workers
Organizing and submitting all textbook requisitions each semester
Organizing and maintaining paper and electronic student files

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 excellent customer service and written and verbal communication skills to serve a diverse group of constituents.
Demonstrated competence organizing and prioritizing multiple work assignments with a high degree of accuracy and close attention to detail, while meeting deadlines, and exercising adaptability to changing priorities in a busy office setting with constant interruptions.
Demonstrated competence using personal computers and software, such as word processing, spreadsheets, electronic calendars, and e-mail. Microsoft Office Suite preferred.

Preferred Qualifications – Experience, Education, Knowledge & Skills
Demonstrated experience maintaining and updating websites.
Experience working in an academic setting.
Experience composing, editing, and distributing a newsletter.

The Successful Candidate Will
Possess the ability to become an expert in the curriculum of the Earth Sciences Department.
Apply sound judgment and perform duties with minimal supervision.
Be innovative and self-motivated.
Demonstrate excellent verbal and written communication skills.
Communicate effectively with employees and the public, both in person and over the phone;
Handle confidential records and information.
Act as a team player, establishing and maintaining effective working relationships with co-workers and the public.
Accomplish many dissimilar tasks in a high demanding environment while maintaining a pleasant demeanor.
Represent the Department of Earth Sciences 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? 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:
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

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