Position Details

Position Information

Announcement Number STAFF - VA - 25026

For questions regarding this position, please contact:

Kala Radovich

(406) 994-5187

kala.radovich@montana.edu

Classification Title Program Coord II

Working Title Academic Services Coordinator, History & Philosophy

Brief Position Overview

The Department of History & Philosophy and the Ivan Doig Center for the Study of the Lands and Peoples of the North American West (Doig Center) are 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 Academic Services Coordinator manages graduate and undergraduate student programs in the History & Philosophy departments and provides critical support to faculty in their mission to provide outstanding educational opportunities to all students at Montana State University, while also supporting and growing the Doig Center by providing a high level of programmatic and administrative support.

Position Number 4M0249

Department History and Philosophy

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 Starting $21.99 per hour, commensurate with experience, education, and qualifications.

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement

The Academic Services Coordinator coordinates graduate and undergraduate student programs in the Department of History & Philosophy and provides critical support to faculty in their mission to provide outstanding educational opportunities to all students at Montana State University. This first-contact position provides high level customer service and student and faculty support, office coordination and event planning and organization. This position interacts daily with the Department Head, faculty, other MSU staff, students, and the public, therefore the person in this position must possess strong communication skills to tactfully and diplomatically respond to a variety of clientele both internal and external to the department. This person also must possess the ability to multi-task, be an expert in the curriculum of the departments and will exhibit professionalism at all times, maintaining their composure in complex or difficult situations.

In their work supporting the Doig Center, the Academic Services Coordinator provides a high level of administrative, customer service, and programmatic support. This position requires diligent attention to detail, strong customer service and program management skills, and the ability to interact daily with the Director, MSU faculty, staff, students, and the public.

Duties and Responsibilities

• Coordinate the graduate student program in the History & Philosophy department and for 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.

• Coordinate and process MS and PhD application materials and assist graduate students with completing program of study paperwork, committee forms, and graduation applications.

• Assist in the recruitment, orientation, and training of new graduate students.

• Advise undergraduate students on graduation requirements, assist students in understanding and following academic policies, rules and requirements, and process undergraduate student paperwork.

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

• Manage and implement semester course offerings and catalog revisions, coordinate the semester evaluation process; support the internship program and coordinator; organize and submit all semester textbook requisitions; and organize and maintain paper and electronic student files.

• Manage and oversee the planning, administration, and coordination of special events, including booking locations, assisting with transportation and lodging reservations, ordering refreshments and gathering and compiling meeting materials.

• Create and revise department forms.

• Manage departmental and center websites through the university’s Content Management System ( CMS ). Ensures websites adhere to university’s branding guidelines.

• Serve as main point of contact for the Doig Center

• Provide administrative support to the Doig Center Director

• Coordinate and process Doig Center speakers and events, including travel and hospitality, and arranging transportation, lodging, schedules, and meals for speakers.

• Work with University Communications and the Dean’s Office to create promotional materials and publicize events.

• Create and design newsletters, event advertising, posters and invitations, working with the Dean’s office and University Communications to ensure implementation of the university’s brand guidelines for those products.

• Works with University Communications and the Dean’s Office to create promotional materials and publicize events.

  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 excellence in customer service skills and working with 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 sound judgement and adaptability to changing priorities in a busy office setting with frequent interruptions.

• Demonstrated 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.

• 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

• Experience, education, and knowledge of undergraduate and graduate academic admissions and academic programs.

  The Successful Candidate Will

• 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;

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

• Represent The College of Letters and Science and its programs to others in a professional and courteous manner.

  Position Special Requirements/Additional Information

This position is split between the History & Philosophy Department and the Doig Center.

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 August 2, 2024; 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.