Administrative and Academic Services Specialist

Montana State University, Inc•Bozeman, MT

58d

About The Position

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.

Requirements

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).

Nice To Haves

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.

Responsibilities

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