Position Details Position Information Announcement Number STAFF - VA - 25270 For questions regarding this position, please contact: Stephanie McLaren Business Operations Manager 406-994-7398 stephanie.mclaren@montana.edu Classification Title Program Coord II Working Title Graduate Student Academic Coordinator Brief Position Overview The Department of Physics 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. Position Number 4M0041 Department Physics 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 $24.55 per hour Contract Type Classified Salary If other, please specify Recruitment Type Open Position Details General Statement The Graduate Student Academic Coordinator manages graduate student 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. Montana State University values all perspectives and is committed to continually supporting, promoting and building a whole community, which includes people of many backgrounds. The College of Letters & Science ( CLS ) at Montana State University encourages individuals interested in advancing the University’s Strategic Plan goals to apply. CLS is committed to developing a faculty, staff, and student body 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 from all backgrounds. 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. Duties and Responsibilities Graduate Program Coordinator: + Coordinate the graduate student programs in the six discipline areas in the department (Astrophysics, Biophysics, Condensed Matter, Physics Education, Optical and Quantum Systems, Gravity, Solar Physics, and Space Physics). + 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 websites adhere to College and University guidelines. Administration: + Generate all departmental correspondence to graduate students. + Provide administrative support to the Graduate Committee, Qualifying Exam Committee, and other departmental entities as needed. + Maintain schedules for conference rooms. 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 fellowship. + Manage student awards: Solicit applications and coordinate faculty review and student notification, for graduate student awards. + Oversee student follow-up reporting to donors. + Manage student scholarship and fellowship budget, advising department head on availability of funds and uses of available funds that will further program needs. + 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 of post-secondary education plus two years of full-time administrative experience (or experience, education, knowledge and part-time equivalent), which includes: public relations/customer service or an equivalent combination of relevant education and/or experience. + Demonstrated experience in customer service skills and working with constituents from all backgrounds. + 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 in a related field. + 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 judgment and adaptability to changing priorities in a busy office setting with frequent interruptions. + Have 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. + Consistently exercise initiative and sound judgment; 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 Physics 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 February 14, 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.