Academic Success Coordinator

Position Details

Position Information

Announcement Number STAFF - VA - 26386 For questions regarding this position, please contact:

Dilpreet Bajwa

406-994-6783

dilpreet.bajwa@montana.edu

Classification Title Program Coord II Working Title Academic Success Coordinator Brief Position Overview

Serves as the assistant to Department Head and program coordinator for the undergraduate programs in the Mechanical and Industrial Engineering Department (M&IE).

In this role, this person responsibilities include managing the day-to-day operations of the department; training and directing student workers; assisting in developing policies and procedures for the department; developing and managing an office supply inventory system; supporting faculty, students, and staff at an administrative, program, project, and office management level;

This person may also work with advisors to facilitate course registration. Additionally, this person may serve as the primary coordinator to the undergraduate students within the department and is responsible for correspondence with potential students, offer and assignment letters.. This person supports the Department Head and faculty with reporting data, search management and as liaison to both M&IE department and other campus offices.

Position Number 4M0507 Department Mechanical & Industrial Engineering Division College of Engineering Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation FOCUS-MFPE FTE 1.0 Benefits Eligible Eligible Salary $21.99 per hour, commensurate with experience, education, and qualifications Contract Type Classified Salary If other, please specify Recruitment Type Open

Position Details

General Statement

Mechanical & Industrial Engineering (M&IE) is the largest academic department on the MSU Bozeman campus. Undergrad and graduate enrollment currently totals approximately 1350 students. It offers four undergraduate programs which include Mechanical Engineering (EMEC), Mechanical Engineering Technology (ETME), Industrial and Management Systems Engineering (EIND), and Financial Engineering (EFIN). The department also offers M.S. degrees in Industrial & Management Engineering (I&ME) and Mechanical Engineering, and the PhD in Engineering with options in EIND and EMEC. Also offered are four five minors which include Aerospace, Mechatronics, Materials, and Financial Engineering, Engineering Management and Building Energy Systems with more on the horizon. The department maintains a robust research component, with a growing number of graduate students.

This position is the central point of contact for all inquiries, including prospective and current undergraduate and graduate students, alumni, staff, and faculty. The position performs a variety of administrative and fiscal support, event planning, and customer service in support of the department. Additionally, this person may serve as the primary coordinator for the graduate students within the department and acts as the liaison between students and the Graduate Office.

Duties and Responsibilities

Administrative Support:

• Provides high-level administrative support to the department head, faculty, staff, and students.
• Manage the day-to-day operations of the department office and daily interactions for the department head to implement and maintain a positive, welcoming and well-organized office environment.
• Coordinate and participate in events for the department while maintaining a budget (i.e., Engineering Design Fair, Faculty Retreat, Advisory Board Meeting and Commencement exercises for check-in duties).
• Interprets data and perform fiscal management of department funds with the MSU Foundation and the Financial Aid Office.
• Maintains department calendars, course schedules, room reservations and textbook orders. Organizes various meetings throughout the year.
• Assists in insuring compliance with department, college, university, state and/or federal policies, procedures, and/or guidelines.
• Assists in the design, creation, and maintenance of department newsletters, promotional materials, and web pages.
• Schedules faculty annual reviews and coordinates submission of review cards for department.

Student Support:

• Acts as the liaison and clearinghouse for the undergraduate students and departmental interactions.
• Coordinates the completion of paperwork for hourly student hires.
• Hires, trains, and supervises student front office employees.
• Assists current and prospective students, referring individuals to the Academic Advisor and faculty as appropriate.

Event Planning:

• Plans and coordinates special meetings and events for the M&IE Department. Specific events include (but are not limited to) Advisory Board meetings, ABET visits, annual retreats, and other specified events.
• Engineering Design Fair, Faculty Retreat, Advisory Board Meeting and Commencement exercises for check-in duties events with the committee and the Graduate School.
• Performs cost projections for events and tracks associated invoices and receipts.

Required Qualifications - Experience, Education, Knowledge & Skills

• Progressively responsible program coordination with administrative and customer service experience.
• Experience with managing office, advising, or consulting personnel through a set administrative policies.
• Experience coordinating and planning complex schedules involving multiple individuals and constrained resources.
• Demonstrated experience using common office software productivity tools.

Preferred Qualifications - Experience, Education, Knowledge & Skills

• Exposure to and/or experience with initiating and managing a complex schedule for at least twenty individuals.
• Experience working with students on issues involving their academic progress through program requirements.
• Experience working with the MSU undergraduate Program and its requirements for graduation.
• Exposure to and/or experience with initiating and managing a departmental orientation process for entering graduate students.

The Successful Candidate Will

• Ability to identify shortcomings within a process and implement changes to improve the quality of the product.
• Multi-task and working under the pressure of time constraints and unrelated deadlines. Convey conclusions and policy effectively, both verbally and in written form.
• Convey ideas and express opinions in a collegial manner.
• Employ courtesy, tact, assertiveness, respect, and sound judgment.
• Represent M&IE Department and its programs in a professional and courteous manner.

Position Special Requirements/Additional Information

This job description should not be construed as an exhaustive state 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 Date Close Date Applications will be:

Screening of applications will begin on May 14th 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

This position is not eligible for new 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

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).