Admissions Specialist

Montana State University

Bozeman (MT)

On-site

USD 30,000 - 41,000

Full time

13 days ago

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Job summary

Montana State University in Bozeman invites applications for the Specialist – New Student Programs in the Office of Admissions. This role supports orientation, recruitment events, and data-driven reporting to help onboarding of new undergraduates.

You will handle registration, inquiries, and collaborative projects with campus offices; strong customer service, communication, and organizational skills are essential.

Qualifications

High school diploma or GED plus progressively responsible administrative support experience or equivalent.
Excellent written communication and customer service skills, including small group & one‑on‑one interactions.
Experience composing, formatting, and proofreading business correspondence (print, email, website).
Ability to organize and prioritize workloads, work independently with good judgment.
Experience using large databases, word processing, email, and internet software; accurate data entry.
Ability to manage large datasets and produce accurate reports with analytical thinking.

Responsibilities

Provide excellent customer service for walk-ins, email, and phone inquiries.
Convey MSU admission procedures and campus information accurately and efficiently.
Facilitate and oversee all program registration processes for Orientation and related events.
Coordinate marketing and promotional efforts to prospective students and families.
Develop and maintain reports and dashboards with high accuracy and insights.
Manage multiple projects in a fast-paced environment.
Maintain positive relationships with campus offices.
Enter and maintain prospective student information in Banner, CRM, and other systems.
Assist the Associate Director of Admissions – New Student Programs with special projects.

Skills

Customer service

Communication

Data entry

Reporting & dashboards

Organizational skills

Education

High school diploma or GED

Tools

Banner

CRM system

MS Office

Excel

Job description

Please see Special Instructions for more details.

This position is not eligible for new sponsorship

Position Information

Announcement Number

Announcement Number STAFF - VA - 27034

For questions regarding this position, please contact:

Great opportunity in the Office of Admissions for a dynamic candidate with exceptional customer service, multi-tasking, and organizational skills! Assist in facilitating New Student Programs in the Undergraduate Office of Admissions including large-scale campus preview days and New Student Orientation. New Student Programs manage events and programs relating to the recruitment of prospective students and the onboarding of new incoming undergraduates. The Specialist position helps manage registration and reporting processes, promotion and outreach, maintain student records and data entry, responding to email and phone inquiries, and assisting the Associate Director of Admissions – New Student Programs with special projects, as needed.

Position Number

Position Number 4M1130

Department

Department Admissions

Division

Division Division of Student Success

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 $26.04 per hour, commensurate with experience, education, and qualifications

Contract Type

If other, please specify

Recruitment Type

Recruitment Type Open

General Statement

The Office of Admissions serves as the front door to Montana State University, leading the recruitment, Orientation, and transition experience for all new undergraduate students. Through strategic outreach, personalized communication, online engagement, and large-scale events and programs, the office supports prospective and incoming students from their first interaction through to enrollment and beyond. Within the Office of Admissions, the New Student Programs team designs and coordinates engaging experiences that connect students and families to campus resources, academic colleges, and the broader Bobcat community. Through collaboration with campus partners, event planning, and student leadership development, New Student Programs creates experiences that help students feel informed, supported, and excited to begin their journey at MSU .

Duties and Responsibilities

Provide excellent customer service in managing walk-in, email, and phone inquiries and serve as the first point of contact for prospective students and their families.
Use strong communication and interpersonal skills to disseminate vital information regarding MSU’s admission procedures, recruitment events, and general campus knowledge accurately and efficiently over the phone, by email, and in person to a diverse population.
Facilitate and oversee all program registration processes for Orientation, MSU Friday, STATE Days and more.
Coordinate marketing and promotional efforts to prospective students and their families through mail, website maintenance, and email.
Develop and maintain reports and dashboards with a high degree of accuracy, using critical thinking to interpret data, identify patterns, and provide actionable insights.
Manage multiple projects concurrently while serving in a fast-paced, energetic environment.
Develop and maintain positive relationships with a wide variety of campus offices.
Collect, enter and maintain prospective student information in the MSU database (Banner), MSU’s Customer Relationship Management ( CRM ) system, and various technologies.
Assist the Associate Director of Admissions – New Student Programs with special projects, as needed.

Required Qualifications – Experience, Education, Knowledge & Skills

High school graduate or G.E.D plus progressively responsible entry to mid-level administrative support and/or clerical experience in a customer service-oriented position or an equivalent combination of relevant education and experience.
Demonstrated excellent written communication and customer service skills, including effectiveness in small group discussions and one‑on‑one conversations.
Demonstrated experience composing, formatting, and proofing business correspondence including print, email, and website.
Demonstrated competence in organizing and prioritizing workloads, functioning independently using good judgment, initiative, and discretion.
Demonstrated competence using a large database, word processing, e‑mail, and internet software and the ability to accurately and efficiently perform data entry and maintenance with a high level of accuracy.
Demonstrated ability to manage large datasets and produce accurate reports by applying strong analytical, organizational, and critical thinking skills.

Preferred Qualifications – Experience, Education, Knowledge & Skills

Experience with college/university student recruitment efforts.
Experience with Banner or similar software package/relational database.
Experience using Microsoft Office Suite and Excel programs.
Knowledge of or experience with MSU Bozeman Policies and Procedures.

The Successful Candidate Will

Demonstrated skill in organizing and prioritizing simultaneous workloads, meeting deadlines, and remaining adaptable to changing priorities under minimal supervision while maintaining a positive, effective, and professional approach.
Demonstrated ability designing, formatting, and proofing business correspondence and electronic media.
Demonstrated ability developing and maintaining detailed and accurate record keeping systems.
Knowledge and demonstrated ability of accurately following administrative policies, requirements, and procedures.
Consistently exercise initiative and good judgment.
Effectively operate work‑related equipment.
Possess the ability to communicate effectively with employees and the public in person, over the phone, and by email including the ability to resolve potential conflict situations tactfully and professionally.
Ability to establish and maintain effective working relationships with co‑workers and the public in a team‑oriented environment; ability to represent the Office of Admissions 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?

This position has supervisory duties? No

Number of Vacancies

Number of Vacancies 1

Desired Start Date

Desired Start Date Upon completion of a successful search.

Position End Date (if temporary)

Open Date

Close Date

Special Instructions

This position is not eligible for new 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