Position Details

　　Position Information

　　Announcement Number STAFF - VA - 24198

　　For questions regarding this position, please contact:

　　Kim Hilmer at (406) 994-5376 [email protected].

　　Classification Title Program Coord II

　　Working Title Academic Services Coordinator

　　Brief Position Overview

　　The Department of Chemistry and Biochemistry is looking for a detail oriented, customer service focused individual to provide general office and accounts payable support in the Department.

　　Position Number 4M1903

　　Department Chemistry

　　Division College of Letters & Science

　　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 Starting $23.05 per hour, commensurate with experience, education, and qualifications.

　　Contract Type Classified Hourly

　　If other, please specify

　　Recruitment Type Open

　　Position Details

　　General Statement

　　The Department of Chemistry and Biochemistry provides instruction, research, and outreach in several contexts. A large undergraduate chemistry program serves students in many disciplines and at several levels. Courses at the graduate level prepare students to be leaders in education and industry. Productive, nationally competitive research programs are pursued by the faculty so that students can acquire the most modern knowledge and techniques.

　　The Academic Services Coordinator reports directly to the Business Operations Manager and will work closely with the CLS Fiscal Services team. The ACS also works closely with the staff, faculty and students in the Department of Chemistry and Biochemistry by providing travel, purchasing card, invoice processing, and general office support to the department.

　　Duties and Responsibilities

　　Review bills and claims, and process payments by submitting appropriate forms and documents (credit card, invoices and stipends).

　　Track the movement of documentation within the department and CLS Fiscal Services to obtain necessary approval signatures in order to ensure timely payments and reimbursements.

　　Maintain departmental credit card accounts including obtaining receipts from card holders, coding in banner and reconciling and submitting monthly reports to University Business Services.

　　Prepare recharge bills and auto bills (such as copier use, facilities and equipment sales, Chemistry Stores) to bill to other departments or labs for services that Chemistry provides. Create invoices to bill customers off campus for services provided by the department.

　　Process travel paperwork, advances and reimbursements, and REU stipends.

　　Maintain and reconcile departmental petty cash accounts. Including parking, lab fees, copy and fax petty cash accounts.

　　Monitor various departmental contracts (such as gas and cylinder rental contracts and contracts for services).

　　Manage general supply ordering for CBB and Gaines Hall offices.

　　Assist general walk-in and phone traffic

　　Provides information to undergraduate students on graduation requirements, assists students in understanding and following academic policies, rules and requirements; registers students in restricted-entry courses; coordinates advising activities and events for department and CLS Advising Services; keeps students informed of academic and student support services; and processes undergraduate student paperwork.

　　Provides Support to the undergraduate program committee including researching and preparing data on academic enrollment trends.

　　Tracks all majors and informs BOM , DH, and faculty advisors and students of potential issues with students meeting requirements to graduate as well as helping to ensure that we have enough spaces in required courses to accommodate all majors.

　　Helps maintain course waiting lists as required.

　　Coordinates the Undergraduate Awards Banquet.

　　Serves as the primary contact person for the staff in Gaines Hall.

　　Serves as the primary point of contact in department for academic and student services office at MSU .

　　Assists with the daily operation of the offices in both Gaines and CBB as needed.

　　Provide support for the Chemistry Store

　　Required Qualifications – Experience, Education, Knowledge & Skills

　　Fiscal management experience, including accounts payable and receivable, or an equivalent combination of education and/or experience.

　　Demonstrated experience performing detailed tasks with a high level of accuracy.

　　Demonstrated experience using database, spreadsheet, word processing, and e-mail software. Microsoft Office Excel, Word, and Outlook are preferred. (Please list software used and types of documents produced.)

　　Preferred Qualifications – Experience, Education, Knowledge & Skills

　　Demonstrated excellent communication skills, including the ability to explain and communicate detailed information to a wide variety of individuals in person, over the phone or via email.

　　The Successful Candidate Will

　　Provide high level customer service in a positive, professional and helpful manner.

　　Provide resourceful and creative solutions.

　　Appropriately handle confidential records and information.

　　Adapt to changing work priorities and frequent interruptions.

　　Exercise good judgment and self-motivation.

　　Work effectively both independently with minimal supervision and as part of team

　　Establish and maintain effective working relations with co-workers and the public.

　　Represent the Department of Chemistry and Biochemistry and the College of Letters and Science to others in a professional and courteous manner.

　　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 Date

　　Close Date

　　Applications will be:

　　Screening of applications will begin on January 19, 2024; however, applications will continue to be accepted until an adequate applicant pool has been established.

　　Special Instructions

　　Diversity Statement

　　Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.

　　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.

　　MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: https://www.montana.edu/hr/recruitment/dualcareer.html