Position Details

Position Information

Announcement Number STAFF - VA - 25286

For questions regarding this position, please contact:

Mike Giroux

mgiroux@montana.edu

406-994-7877

Classification Title Program Coord II

Working Title Administrative and Academic Services Specialist

Brief Position Overview

This position involves close collaboration with the Department Head and Business Operations Manager to ensure the smooth operation of PSPP / MSU Extension. Key responsibilities include managing departmental offices, supporting events and conferences, coordinating undergraduate and graduate programs, and maintaining academic resources. The ideal candidate will be organized, detail-oriented, and passionate about contributing to the success of our academic community.

Position Number 4M1875

Department Plant Sciences

Division College of Agriculture/MAES

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 $20.49 - $25.61 hourly, commensurate with experience, education, and qualifications

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement

Welcome to the Montana State University College of Agriculture! Our blend of learning, discovery and outreach programs reflect our university’s Land Grant designation. Through a federal/state partnership with the Montana Agricultural Experiment Station ( MAES ) and MSU Extension, we strive for excellence in academics, research and engagement. The department of Plant Sciences is searching for an energetic and motivated individual to perform administrative support activities, and program support for our undergraduate and graduate programs.

Duties and Responsibilities

Works closely with the Department Head and Business Operations Manager to facilitate overall operations of PSPP / MSU Extension, including the duties listed below.

Administrative Support

• Assists with property management support regarding department offices, common spaces, classrooms, conference rooms, and research laboratories.

• Maintains online directory of graduate students.

• Publishes updates on social media accounts.

• Orders office supplies and other supplies as needed.

• Schedules conference rooms in the Plant Biosciences Building.

Conference and Event Organizer

• Plans events, conferences, and lectures, including securing facilities, preparing schedules, promoting events, and, where appropriate, arranging meals, lodging, and transportation. This may include participating in events as on-site staff.

Undergraduate Program Coordination

• Assists with initial departmental orientation for new undergraduate students with Advising Commons.

• Work with COA Advising Commons to support first-year students as they transition to departmental faculty after their first year.

• Works with faculty instructors to facilitate undergraduate curricula (e.g., classroom scheduling, textbook requisitions, advising evaluations, and instructor course evaluation processes).

• Assists undergraduate students in navigating university and departmental academic policies and procedures, rules, and requirements.

• Acts as contact for hiring and payroll processing for student and short-term employees.

• Coordinates prospective student campus and classroom visits.

• Serves as department liaison with the College of Agriculture Advising Center and Advising Commons.

• Contributes to undergraduate recruiting and retention efforts in the department.

Graduate Program Coordination

• Ensures compliance with departmental and university policies and procedures in coordination with the Graduate School, Registrar’s Office, and the Office of International Programs.

• Appoints graduate students in coordination with the Graduate School, the Business Operations Manager, and the Fiscal Operations Manager.

• Responds to general graduate program inquiries in person, over the phone, and through email.

• Assists students with Graduate School forms including those for thesis defense, and graduation.

• Contributes to graduate recruiting and retention efforts in the department.

Curriculum Support

• Works with undergraduate and graduate curriculum committees and faculty to update the catalog, schedule classes, and submit curriculum assessments.

• Maintains academic-related web pages, departmental brochures, and student resources.

• Researches and prepares data on academic and enrollment trends, teaching load reports, and alumni data for department head.

  Required Qualifications – Experience, Education, Knowledge & Skills

• Administrative/office management experience, or an equivalent combination of relevant education and experience.

• Demonstrated excellent customer service skills.

• Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities and handling multiple responsibilities while maintaining a positive, effective, and professional approach.

• Demonstrated competence maintaining records with a high degree of accuracy and close attention to detail.

• Demonstrated skill using personal computers and various software such as word processing, spreadsheets, email and internet (programs including Microsoft Word, Office, PowerPoint, Outlook).

  Preferred Qualifications – Experience, Education, Knowledge & Skills

• Knowledge of MSU procedures and policies or previous experience working in an academic department in a higher education setting.

• A Bachelor’s or Associate’s Degree or progressively responsible administrative/office management experience, or an equivalent combination of relevant education and experience.

  The Successful Candidate Will

• Possess excellent written and verbal communication skills.

• Manage sensitive and confidential situations and records appropriately.

• Possess the ability to troubleshoot problems.

• Establish and maintain productive and positive working relations with co-workers, faculty, students, supervisors, and the public.

• Work independently with minimal supervision and as part of a team.

• Ability to possess a thorough understanding of MSU software applications (e.g., MSU Banner, Astra, DegreeWorks, Course Scheduler, College-Net and CIM , registrar forms) and MSU policies, procedures, resources, and deadlines.

• Ability to effectively interact with MSU Departments (e.g., Admissions, Student Services, Registrar, Office of Student Success, Academic Advising Center, and the Graduate School).

• Represent the College of Agriculture, MSU Extension, and MSU 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 Upon completion of a successful search

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on March 7, 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.