Academic Services Coordinator
Montana State University
Position Details Position Information Announcement Number STAFF - VA - 25199 For questions regarding this position, please contact: Michael Everts
406-994-3392
meverts@montana.edu Classification Title Program Coord II Working Title Academic Services Coordinator Brief Position Overview The School of Architecture is looking for a collegial, dynamic and motivated individual who is dedicated to supporting organizational success and is able to thrive in an environment that includes frequent interactions with students, faculty and staff. The Academic Services Coordinator manages a variety of services in the School of Architecture and provides critical support to faculty in their mission to provide outstanding educational opportunities to all students at Montana State University, by providing a high level of programmatic and administrative support. Position Number 4M0732 Department Architecture Division College of Arts & Architecture 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, 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 a variety of services 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 levelcustomer service and student and faculty support, office coordination and event planning and organization. This position interacts daily with the Director, Business Operations Manager, 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 well versed in the curriculum and organization of the department and will exhibit professionalism at all times, maintaining their composure in complex or difficult situations.
In their work supporting the School, 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. Duties and Responsibilities Respond daily to departmental phone and email inquiries. Act as the first point of contact for the School of Architecture. Assist in the recruitment of undergraduate students. Schedule classrooms, organize and maintain departmental files. Create and revise department forms as needed. Manage and implement semester course offerings and catalog revisions. Organize and submit all semester textbook requisitions. Serve as the point person for reporting continuing education credits for lecture series to AIA. Serve as the point person from communication with Montana AIA (American Institute of Architects). Support and respond to the School of Architecture Advisory Council question, meeting planning, information dissemination and giving. 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. Manage departmental website through the university’s Content Management System (CMS). Ensures websites adhere to university’s branding guidelines. Coordinate and process School lecturers and events, including travel and hospitality, and arranging transportation, lodging, schedules, and meals for lecturers. 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. Provide back-up coverage to other department office staff. Serve as the departmental Telelphone Coordinator. Serve as Building Supervisor for Cheever Hall. Responsible for submitting work order request to MSU facilities. 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 varied 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 School of Architecture 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? No Posting Detail Information Number of Vacancies 1 Desired Start Date At the completion of a successful search Position End Date (if temporary) Open Date Close Date Applications will be: Screening of applications will begin on January 6, 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
406-994-3392
meverts@montana.edu Classification Title Program Coord II Working Title Academic Services Coordinator Brief Position Overview The School of Architecture is looking for a collegial, dynamic and motivated individual who is dedicated to supporting organizational success and is able to thrive in an environment that includes frequent interactions with students, faculty and staff. The Academic Services Coordinator manages a variety of services in the School of Architecture and provides critical support to faculty in their mission to provide outstanding educational opportunities to all students at Montana State University, by providing a high level of programmatic and administrative support. Position Number 4M0732 Department Architecture Division College of Arts & Architecture 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, 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 a variety of services 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 levelcustomer service and student and faculty support, office coordination and event planning and organization. This position interacts daily with the Director, Business Operations Manager, 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 well versed in the curriculum and organization of the department and will exhibit professionalism at all times, maintaining their composure in complex or difficult situations.
In their work supporting the School, 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. Duties and Responsibilities Respond daily to departmental phone and email inquiries. Act as the first point of contact for the School of Architecture. Assist in the recruitment of undergraduate students. Schedule classrooms, organize and maintain departmental files. Create and revise department forms as needed. Manage and implement semester course offerings and catalog revisions. Organize and submit all semester textbook requisitions. Serve as the point person for reporting continuing education credits for lecture series to AIA. Serve as the point person from communication with Montana AIA (American Institute of Architects). Support and respond to the School of Architecture Advisory Council question, meeting planning, information dissemination and giving. 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. Manage departmental website through the university’s Content Management System (CMS). Ensures websites adhere to university’s branding guidelines. Coordinate and process School lecturers and events, including travel and hospitality, and arranging transportation, lodging, schedules, and meals for lecturers. 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. Provide back-up coverage to other department office staff. Serve as the departmental Telelphone Coordinator. Serve as Building Supervisor for Cheever Hall. Responsible for submitting work order request to MSU facilities. 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 varied 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 School of Architecture 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? No Posting Detail Information Number of Vacancies 1 Desired Start Date At the completion of a successful search Position End Date (if temporary) Open Date Close Date Applications will be: Screening of applications will begin on January 6, 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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