Administrative and Academic Services Specialist

Montana State University•Bozeman, MT

26d

About The Position

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. 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.

Requirements

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.

Responsibilities

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.
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.