Graduate Student Academic Coordinator

Montana State University•Bozeman, MT

12d

About The Position

Graduate Program Coordinator : Coordinate the graduate student programs in the six discipline areas in the department (Astrophysics, Biophysics, Condensed Matter, Physics Education, Optical and Quantum Systems, Gravity, Solar Physics, and Space Physics). Manage and implement associated department and university policies and procedures in conjunction with the Graduate School, Registrar’s Office, and the Office of International Programs, including new hire paperwork for graduate students. Oversee and process MS and PhD application materials, graduate student appointment paperwork, and graduate student tuition waiver allocations. Assist in the recruitment of graduate students. Organize and coordinate new graduate student orientation, working with the Graduate Program Committee, course supervisors, and the GTA Induction Team. Manage graduate student space assignments, in compliance with College and University policies. Communications/Events : Manage and oversee the planning, administration, and coordination of special events in the department, including booking locations, assisting with transportation and lodging reservations, overseeing/managing event budgets, ordering refreshments and gathering and compiling meeting materials. Create department marketing and promotional materials relating to the graduate program, working with University Communications and the Undergraduate Program Manager, ensuring compliance and implementation of University brand guidelines. Manage and maintain graduate web pages, ensuring websites adhere to College and University guidelines. Administration : Generate all departmental correspondence to graduate students. Provide administrative support to the Graduate Committee, Qualifying Exam Committee, and other departmental entities as needed. Maintain schedules for conference rooms. Additional responsibilities include, but are not limited to : Schedule graduate classrooms, organize and maintain paper and electronic graduate student files, and serve as the first point of graduate student contact for the department. Assist Department Head in making appropriate teaching assignments for graduate students, based on knowledge of graduate student individual progress. In conjunction with Department Head and MSU Alumni Foundation, manage the scholarship awarding process for graduate research fellowships, and graduate student travel fellowship. Manage student awards: Solicit applications and coordinate faculty review and student notification, for graduate student awards. Oversee student follow-up reporting to donors. Manage student scholarship and fellowship budget, advising department head on availability of funds and uses of available funds that will further program needs. Maintain up-to-date budget records for graduate appointments. Provide back-up coverage to other department office staff. 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.

Responsibilities

Coordinate the graduate student programs in the six discipline areas in the department (Astrophysics, Biophysics, Condensed Matter, Physics Education, Optical and Quantum Systems, Gravity, Solar Physics, and Space Physics).
Manage and implement associated department and university policies and procedures in conjunction with the Graduate School, Registrar’s Office, and the Office of International Programs, including new hire paperwork for graduate students.
Oversee and process MS and PhD application materials, graduate student appointment paperwork, and graduate student tuition waiver allocations.
Assist in the recruitment of graduate students.
Organize and coordinate new graduate student orientation, working with the Graduate Program Committee, course supervisors, and the GTA Induction Team.
Manage graduate student space assignments, in compliance with College and University policies.
Manage and oversee the planning, administration, and coordination of special events in the department, including booking locations, assisting with transportation and lodging reservations, overseeing/managing event budgets, ordering refreshments and gathering and compiling meeting materials.
Create department marketing and promotional materials relating to the graduate program, working with University Communications and the Undergraduate Program Manager, ensuring compliance and implementation of University brand guidelines.
Manage and maintain graduate web pages, ensuring websites adhere to College and University guidelines.
Generate all departmental correspondence to graduate students.
Provide administrative support to the Graduate Committee, Qualifying Exam Committee, and other departmental entities as needed.
Maintain schedules for conference rooms.
Schedule graduate classrooms, organize and maintain paper and electronic graduate student files, and serve as the first point of graduate student contact for the department.
Assist Department Head in making appropriate teaching assignments for graduate students, based on knowledge of graduate student individual progress.
In conjunction with Department Head and MSU Alumni Foundation, manage the scholarship awarding process for graduate research fellowships, and graduate student travel fellowship.
Manage student awards: Solicit applications and coordinate faculty review and student notification, for graduate student awards.
Oversee student follow-up reporting to donors.
Manage student scholarship and fellowship budget, advising department head on availability of funds and uses of available funds that will further program needs.
Maintain up-to-date budget records for graduate appointments.
Provide back-up coverage to other department office staff.