Montana State University - Office of Student Engagement
Graduate Academic Services Coordinator
Montana State University - Office of Student Engagement, Bozeman, Montana, us, 59772
Position Details
Position Information
Announcement Number: STAFF - VA - 26175
Contact:
Brenda Truman , Assistant Dean, (406) 994-4840,
bstruman@montana.edu
Position Overview 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 and interpreting policy, and assists with student engagement programming, college events, and other initiatives that support the academic experience. The coordinator serves as a back‑up for the undergraduate academic services coordinator.
Duties and Responsibilities
Provide administrative support to Jabs graduate program directors, including assisting with admission applications, submission of forms, GTAs, and accounting tutoring center.
Support recruitment and retention efforts for Jabs graduate programs by coordinating logistics for recruiting activities (preparing materials, attending recruiting fairs, responding to inquiries, and assisting MSU undergraduate outreach).
Assist with maintaining academic program materials, including updates to Jabs-related webpages, brochures, and student resources, and send out communications to students as directed.
Support external engagement activities by coordinating meetings and events with Bozeman community partners to raise awareness of graduate programs and support 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 experience—preferably involving public relations or customer service—or 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
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.
Represent Jabs and MSU in a professional and courteous manner, creating positive rapport and strong working relationships with colleagues throughout the MSU community.
Possess strong written and oral communication skills; communicate effectively with populations from all backgrounds and articulate detailed information and policies to a wide variety of constituents.
Manage sensitive and confidential situations and information appropriately.
Organize and prioritize 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.
Serve as an effective liaison with MSU Admissions, Registrar, Allen Yarnell Office of Student Success, Disabled Student Services, and the Office of International Programs.
Develop a thorough understanding of MSU Banner, MyInfo, DegreeWorks, CatCourse, DocuSign, Excel, Word, and Outlook, registrar forms, policies, procedures, resources, and deadlines.
Be a team player and flexible thinker with a positive attitude, initiative, sound judgment, excellent decision‑making, and problem‑solving skills.
Position Special Requirements/Additional Information This job description is not 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.
Posting Detail Information Number of Vacancies: 1 Desired Start Date: Upon completion of a successful search Position End Date: Open Applications will be accepted until an adequate applicant pool has been established. Screening of applications will begin on November 6, 2025.
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.
Applicant Documents Required Documents
Resume
Cover Letter
Seniority level Entry level
Employment type Full‑time
Job function Design, Art/Creative, and Information Technology
Industries Events Services
#J-18808-Ljbffr
Announcement Number: STAFF - VA - 26175
Contact:
Brenda Truman , Assistant Dean, (406) 994-4840,
bstruman@montana.edu
Position Overview 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 and interpreting policy, and assists with student engagement programming, college events, and other initiatives that support the academic experience. The coordinator serves as a back‑up for the undergraduate academic services coordinator.
Duties and Responsibilities
Provide administrative support to Jabs graduate program directors, including assisting with admission applications, submission of forms, GTAs, and accounting tutoring center.
Support recruitment and retention efforts for Jabs graduate programs by coordinating logistics for recruiting activities (preparing materials, attending recruiting fairs, responding to inquiries, and assisting MSU undergraduate outreach).
Assist with maintaining academic program materials, including updates to Jabs-related webpages, brochures, and student resources, and send out communications to students as directed.
Support external engagement activities by coordinating meetings and events with Bozeman community partners to raise awareness of graduate programs and support 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 experience—preferably involving public relations or customer service—or 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
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.
Represent Jabs and MSU in a professional and courteous manner, creating positive rapport and strong working relationships with colleagues throughout the MSU community.
Possess strong written and oral communication skills; communicate effectively with populations from all backgrounds and articulate detailed information and policies to a wide variety of constituents.
Manage sensitive and confidential situations and information appropriately.
Organize and prioritize 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.
Serve as an effective liaison with MSU Admissions, Registrar, Allen Yarnell Office of Student Success, Disabled Student Services, and the Office of International Programs.
Develop a thorough understanding of MSU Banner, MyInfo, DegreeWorks, CatCourse, DocuSign, Excel, Word, and Outlook, registrar forms, policies, procedures, resources, and deadlines.
Be a team player and flexible thinker with a positive attitude, initiative, sound judgment, excellent decision‑making, and problem‑solving skills.
Position Special Requirements/Additional Information This job description is not 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.
Posting Detail Information Number of Vacancies: 1 Desired Start Date: Upon completion of a successful search Position End Date: Open Applications will be accepted until an adequate applicant pool has been established. Screening of applications will begin on November 6, 2025.
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.
Applicant Documents Required Documents
Resume
Cover Letter
Seniority level Entry level
Employment type Full‑time
Job function Design, Art/Creative, and Information Technology
Industries Events Services
#J-18808-Ljbffr