Academic Services Coordinator

Montana State University; Bozeman (MT); On-site; USD 25,000 - 36,000; Full time

Job summary

Montana State University is seeking an Academic Services Coordinator in the Department of Education to manage undergraduate programs, registrations, and data reporting. You will support course scheduling, catalog maintenance, and collaborative projects with faculty and campus partners.

The role emphasizes customer service, accurate data handling, and coordination across departments to ensure quality educational opportunities for students and programs.

Qualifications

• Progressively responsible administrative work experience, or an equivalent combination of relevant education and experience.
• Demonstrated experience in customer service and working with constituents from all backgrounds.
• Advanced proficiency in Microsoft Word, Excel, Outlook, and computer databases.

Responsibilities

• Coordinates key aspects of undergraduate programs, including student registration, course prerequisite checks, records management, DegreeWorks exceptions, and scholarship awarding processes.
• Develops and updates semester-by-semester course schedules with Department Head, Director of Teacher Education Program, and Program Leaders.
• Compiles and analyzes data related to enrollment, courses, and curriculum.
• Supports MAT student registration and application processes with the Director of Alternative Pathways.
• Organizes and maintains course schedules for all initial licensure teacher preparation and graduate programs.
• Maintains undergraduate academic catalog entries for all initial licensure programs.
• Provides guidance on department and university policies with campus partners.
• Prepares and submits course scheduling requests and room assignments; performs section management with Registrar’s Office.
• Coordinates with Dean’s Office and University Communications for newsletters, materials, and website updates.
• Plans departmental events with colleagues.

Skills

Customer service

Microsoft Word

Excel

Outlook

Databases

Organizational skills

Education

Bachelor’s degree

Job description

Please see Special Instructions for more details.

This position is not eligible for sponsorship.

Position Information

Announcement Number

Announcement Number STAFF - VA - 27138

For questions regarding this position, please contact:

The Academic Services Coordinator is a critical member of the Department of Education within the College of Education, Health & Human Development, serving as the initial point of contact for students and the public. This role manages the undergraduate and some graduate programs, provides comprehensive administrative, technical, and customer service support, and assists faculty in delivering outstanding educational opportunities to students at Montana State University.

Position Number

Position Number 4M0789

Department

Department Education

Division

Division College of Education, Health & Human Development

Appointment Type

Appointment Type Classified

Contract Term

Contract Term Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA

FLSA Non-Exempt

Union Affiliation

Union Affiliation FOCUS-MFPE

FTE

FTE 1.0

Benefits Eligible

Salary $21.99 per hour, commensurate with experience, education, and qualifications

Contract Type

If other, please specify

Recruitment Type

Recruitment Type Open

General Statement

The mission of the Department of Education is to prepare highly qualified professional educators and administrators through exemplary campus and distance-based programs and field placements in quality public and private schools. In addition, the department contributes to the state of Montana and the nation through the faculty’s active research and outreach efforts.

Duties and Responsibilities

• Coordinates key aspects of undergraduate programs, including student registration, course prerequisite checks, records management, DegreeWorks exceptions, and scholarship awarding processes.
• Work with the Department Head, Director of Teacher Education Program, and Program Leaders to develop and update semester-by-semester course schedules
• Compiles and analyzes data related to enrollment, courses, and curriculum.
• In collaboration with the Director of Alternative Pathways, support MAT student registration and application processes.
• Organize, coordinate, and maintain course schedules for all initial licensure teacher preparation and graduate programs within the Department of Education.
• Coordinate and maintain undergraduate academic catalog entries for all initial licensure programs
• Provides guidance on department and university policies and procedures in conjunction with various campus partners
• Prepare and submit course scheduling requests room assignments, as well as performs section management in collaboration with the Registrar’s Office
• Coordinates with departmental colleagues, the Dean’s Office, and University Communications to develop newsletters, promotional materials, and departmental content, including website and social media updates.
• Plans and coordinates departmental events in collaboration with departmental and college colleagues
• Provides front-line customer service and daily office support. Maintains shared spaces and schedules as well as some department websites and listservs.

Required Qualifications – Experience, Education, Knowledge & Skills

• Progressively responsible administrative work experience, or an equivalent combination of relevant education and experience.
• Demonstrated experience in customer service and working with constituents from all backgrounds.
• Demonstrated experience organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability with a high degree of accuracy.
• Advanced proficiency in Microsoft Word and Excel, Outlook, and computer databases.

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Bachelor’s degree in a related field.
• Knowledge of MSU procedures and policies, or previous experience working in an academic department in a higher education setting.

The Successful Candidate Will

• Communicates clearly and effectively through professional communications, technical writing, and presentations.
• Ability to problem solve using high-level interpretation, discretion, and judgement.
• Organizes and gathers data, interprets results, and prepares reports.
• Organizes and prioritizes work assignments and meets deadlines.
• Works on multiple tasks simultaneously and effectively.
• Works well as a team member and supports the work of others through positive approaches.
• Establishes and maintains a positive rapport with professional staff, faculty, and students.

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?

This position has supervisory duties? No

Number of Vacancies

Number of Vacancies 1

Desired Start Date

At the conclusion of a successful search.

Special Instructions

This position is not eligible for sponsorship.

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.

Required Documents

• Resume
• Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).