Academic Services Coordinator

Contact Information

Kaitlin Walsh

Business Operations Manager

kaitlin.walsh

The Academic Services Coordinator is a critical member of the Department of History and Philosophy within the College of Letters and Science, serving as the initial point of contact for students and the public. This role manages the undergraduate and graduate programs, provides comprehensive administrative, technical, and customer service support, and assists faculty in delivering outstanding educational opportunities to all students at Montana State University.

Success in this highly visible, people-focused position requires strong communication skills and the ability to interact tactfully and professionally with faculty, staff, students, and the public.

• Coordinates key aspects of graduate programs, including processing applications, scheduling classrooms, maintaining student records, and supporting students through comprehensive exams and graduation processes and procedures.
• Supports graduate student orientation and committee activities.
• Processes graduate awards and fellowships, and assists with related budgets.
• Generates all departmental correspondence to graduate students.

• Coordinates key aspects of non-teaching minor and undergraduate programs, including student registration, course prerequisite checks, records management, Degree Works exceptions, and scholarship awarding processes.
• Coordinates advising efforts and assigns faculty advisors.
• Meets with prospective students and families.
• Serves as liaison to campus student services offices.

• Plans and coordinates departmental events, including venue booking, travel, lodging arrangements, budget management, invitations, refreshments, and meeting materials.
• Coordinates with the Dean’s Office and University Communications to develop newsletters, promotional materials, and departmental content, including website and social media updates.

• Provides front-line customer service and daily office support.
• Maintains shared spaces and schedules (e.g., conference rooms) as well as department websites and listservs.
• Processes course scheduling, catalog updates, and textbook orders.
• Compiles and analyzes data related to enrollment, courses, and curriculum.
• Provides guidance on department and university policies and procedures in conjunction with the Graduate School, Registrar’s Office, and the Office of International Programs.

• Progressively responsible administrative work experience, or an equivalent combination of relevant education and experience.
• Demonstrated experience in customer service and working with constituents from all backgrounds.
• Demonstrated experience organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability with a high degree of accuracy.
• Advanced proficiency in Microsoft Word and Excel, Outlook, and computer databases.

• Bachelor’s degree in a related field.
• Knowledge of MSU procedures and policies, or previous experience working in an academic department in a higher education setting.

• Possess excellent written and verbal communication skills.
• Possess strong decision-making and problem-solving skills.
• Demonstrated self-motivation and ability to follow through on tasks and projects to completion.
• Ability to learn MSU policies, procedures, and systems for student data tracking.
• Have the ability to establish and maintain productive and positive working relations with coworkers, faculty, students, supervisors, and the public.
• Represent the Department of History and Philosophy and its programs in a professional and courteous manner.

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…