Graduate Academic Services Coordinator

Graduate Academic Services Coordinator

The Graduate Academic Services Coordinator is a key member of the Jabs Student Services team, supporting academic processes, student advising, and enrollment management, including recruitment of graduate students. This role serves as a primary contact for graduate academic services, providing guidance on Graduate School policies and processes, course registration, and student records, collaborating with university offices to enhance student success. The position also supports the Jabs Global Campus study abroad programming by managing logistics, interpreting policy, etc. Additionally, the coordinator assists with student engagement programming, college events, other initiatives that support the academic experience, and serves as a back-up for the undergraduate academic services coordinator.

Position Number : 4M0587

Department : Jabs Office of the Dean

Division : College of Business

Appointment Type : Classified

Contract Term : Fiscal Year Semester

FLSA : Non-Exempt

Union Affiliation : FOCUS-MFPE

FTE : 1.0

Benefits Eligible : Eligible

Salary : $21.50 per hour, commensurate with experience, education, and qualifications

Position Details :

The Jake Jabs College of Business & Entrepreneurship offers a B.S. in Business with options in Accounting, Finance, Management, and Marketing, a B.S. in Hospitality Management Hospitality Business, and two master's degrees in Professional Accountancy and Innovation & Management. The College has about 27 tenure-track faculty that are augmented by an experienced group of professionally qualified faculty. Faculty and staff members enjoy a highly collegial environment and are committed to excellence in business education. The combination of a positive professional work environment and outstanding recreational opportunities offers a uniquely satisfying lifestyle. Montana State University values all perspectives and is committed to continually supporting, promoting, and building a whole community, which includes people of many backgrounds. We hope to attract applicants who can engage in a University community and have demonstrated ability in helping students from all backgrounds to succeed.

Duties and Responsibilities :

Provide administrative support to Jabs graduate program directors, including assisting with admission applications, submission of forms (programs of study, petitions to reserve, applications for graduation, etc.), GTAs, accounting tutoring center (etc.).

Support recruitment and retention efforts for Jabs graduate programs by coordinating logistics for recruiting activities (e.g., preparing materials, attending recruiting fairs as assigned, responding to initial inquiries from prospective students, and assisting with outreach to MSU undergraduate students).

Assist with maintaining academic program materials, including updates to Jabs-related webpages, brochures, and student resources in coordination with Jabs staff and University Communications. Send out communications to students as directed.

Support external engagement activities by helping coordinate meetings and events with Bozeman community partners aimed at raising awareness of graduate programs and supporting enrollment efforts.

Provide administrative support to Jabs Global Campus director to grow and improve study abroad opportunities for business students.

Serve as a liaison between the College and MSU Registrar's Office, Admissions Office, Advising Commons, Disabled Student Services, Office of International Programs, University Communications, MSU Graduate School, etc.

Support student success efforts by working closely with graduate program directors, faculty, advisors, and staff to communicate procedures for registration and graduation and help refer students to appropriate campus resources.

Serve as a collaborative Jabs team member, including cross-training with undergraduate academic services coordinator, supporting other Jabs programs as needed, meeting with prospective students, reception desk coverage, and other duties as assigned.

Required Qualifications Experience, Education, Knowledge & Skills :

Two years of post-secondary education and two years of full-time administrative experiencepreferably involving public relations or customer serviceor an equivalent combination of relevant education, experience, and knowledge.

Excellent organizational and time management skills.

Demonstrated competence using personal computers and software, including word processing, spreadsheets, electronic calendars and email. Microsoft Office Suite is preferred.

Preferred Qualifications Experience, Education, Knowledge & Skills :

Bachelor's degree.

Experience working with college students.

Experience with graduate education, student recruitment, retention, advising, and / or student success efforts in a higher education setting.

Experience working with enrollment and degree auditing software, such as DegreeWorks, CatCourse, Banner, MyInfo and / or relational database.

Knowledge of MSU student related policies and procedures.

The Successful Candidate Will :

Ability to build and sustain effective professional and courteous interpersonal relationships with internal and external clientele from all backgrounds.

Possess strong interpersonal skills and enthusiasm to work with and guide students as they discover and attain their academic and life goals.

Have the ability to represent Jabs and MSU in a professional and courteous manner, including creating positive rapport and strong working relationships with colleagues throughout the MSU community, including administrators, faculty, staff, other professional advisors and student support professionals.

Possess strong written and oral communication skills, the ability to communicate effectively with populations from all backgrounds, and the ability to articulate detailed information and policies to a wide variety of constituents.

Have the ability to manage sensitive and confidential situations and information appropriately.

Have competence in organizing and prioritizing multiple work assignments with a high degree of accuracy and close attention to detail while meeting deadlines and exercising sound judgment and adaptability to changing priorities.

Possess the ability to serve as an effective liaison with MSU Admissions, Registrar, Allen Yarnell Office of Student Success, Disabled Student Services, and the Office of International Programs.

Have the ability to develop a thorough understanding of MSU Banner, MyInfo, DegreeWorks, CatCourse, DocuSign, Excel, Word, and Outlook, registrar forms, policies, procedures, resources, and deadlines.

Will be a team player and flexible thinker. Possess a positive attitude, initiative, sound judgment, excellent decision-making, and problem-solving skills.

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

Open Date : Screening of applications will begin on November 6, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions :

This position is not eligible for 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.