The Role
Manage end-to-end graduate student enrollment and academic records: process and verify applications, maintain Banner/Etrieve databases, track assistantships, analyze student data for recruitment and retention, oversee graduation checkout and Digital Commons e-thesis uploads, and coordinate with faculty, business office, and stakeholders to streamline graduate school operations.
Summary Generated by Built In
Program Manager
Graduate School
Full-Time
$21.28
Montana Technological University provides a comprehensive benefits package for all eligible positions that includes health, dental and vision insurance, mandatory retirement plan with employer contribution, partial tuition waiver, and a wellness program.
Applications received by 8/30/2026 will be guaranteed full review and consideration. Applications received after that date may be considered until an adequate applicant pool has been established.
Ready to shape the future of graduate education under the Big Sky? Montana Tech is hiring a Graduate School Program Manager.
You will manage the end-to-end student journey. Key duties include processing applications, managing records, tracking assistantships, and leading graduation checkout.
We need a collaborative communicator who excels at data analysis and maintains strict confidentiality. Apply today to join the Montana Tech team!
Duties:
This position is responsible for performing diverse and complex operational duties required for the effective functioning of Graduate Student Enrollment and Academic Record Keeping for Montana Tech’s Graduate School. This position must handle inquiries, and be able to effectively communicate—with a diverse population of students, including both domestic and international applicants ensuring student and staff satisfaction. The position must maintain utmost confidentiality of records and information. A successful candidate will have effective and professional communication abilities, including the ability to comprehend, analyze, and interpret complex information and to effectively present information to various university stakeholders including senior leadership, faculty, students, and staff.
Working independently, this position administers and improves graduate school functions related to the graduate application process, including receipt, processing, and verification of appropriate application credentials for both domestic and international graduate students. This position ensures efficient transmission and return of complete applications to departmental stakeholders; including driving applications to decision to minimize application response time and drive graduate enrollment growth.
This position maintains student records, with utmost accuracy and fidelity. This includes complete student data entry into admissions databases (Banner, Etrieve, CollegeNet). This position implements all Graduate Student course registration, record management, add/drop or withdrawal of courses, program review forms, and faculty committee assignments enhancing data integrity in an effort to assist the Graduate School team in making data driven decisions. The position ensures student eligibility for assistantships and tracks utilization of Graduate Teaching Assistantships in an effort to increase graduate student recruitment.
The position analyzes student records and performs regular data queries to inform Graduate School recruitment decision making and improve graduation rates and retention. The position maintains and publishes Graduate School course requirements, and compares requirements to student completions. The position tracks progress toward a degree, and creates alerts to share with Graduate School staff. The position tracks and analyzes quantitative data and monitors progress toward internal performance metrics, including degree completion, time to degree, student retention, ‘at risk’ students, fractional award of full utilization of Graduate Teaching Assistantships.
The successful candidate must be able to collaborate effectively with others. Working with the business office, financial aid, and the Research Office, the position oversees the awarding and processing of graduate teaching assistantships.
The position works collaboratively with all graduate students, and their department leading communications and processing regarding the graduation timeline and deadlines [from Graduation application list]. The position will have administrative oversight of graduation checkout operations as well as be the liaison to the Digital Commons Platform, working to maintain publications and e-thesis uploads, while implementing a publishing delay process and streamlining the graduate student graduation experience. This position will work with Graduate School staff to streamline processes to decrease the administrative burden on faculty and staff by providing general office support and assistance with scheduling related to grad school functions, as well as maintain and update the graduate student handbook.
The position communicates with faculty on process changes to increase transparency and efficiency of processes and enhance student experience.
The position will be cross-trained in other areas of management of the Graduate School office, including responding to student inquiries, advising on required application credentials, tracking inventory for recruiting materials, data cleaning and entry support, completing national data surveys, administrative support and organization for the Graduate School and Graduate Council, and other duties as assigned. This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.
Required Qualifications:
Preferred Qualifications:
For full consideration application materials must be complete.
Please include:
Graduate School
Full-Time
$21.28
Montana Technological University provides a comprehensive benefits package for all eligible positions that includes health, dental and vision insurance, mandatory retirement plan with employer contribution, partial tuition waiver, and a wellness program.
Applications received by 8/30/2026 will be guaranteed full review and consideration. Applications received after that date may be considered until an adequate applicant pool has been established.
Ready to shape the future of graduate education under the Big Sky? Montana Tech is hiring a Graduate School Program Manager.
You will manage the end-to-end student journey. Key duties include processing applications, managing records, tracking assistantships, and leading graduation checkout.
We need a collaborative communicator who excels at data analysis and maintains strict confidentiality. Apply today to join the Montana Tech team!
Duties:
This position is responsible for performing diverse and complex operational duties required for the effective functioning of Graduate Student Enrollment and Academic Record Keeping for Montana Tech’s Graduate School. This position must handle inquiries, and be able to effectively communicate—with a diverse population of students, including both domestic and international applicants ensuring student and staff satisfaction. The position must maintain utmost confidentiality of records and information. A successful candidate will have effective and professional communication abilities, including the ability to comprehend, analyze, and interpret complex information and to effectively present information to various university stakeholders including senior leadership, faculty, students, and staff.
Working independently, this position administers and improves graduate school functions related to the graduate application process, including receipt, processing, and verification of appropriate application credentials for both domestic and international graduate students. This position ensures efficient transmission and return of complete applications to departmental stakeholders; including driving applications to decision to minimize application response time and drive graduate enrollment growth.
This position maintains student records, with utmost accuracy and fidelity. This includes complete student data entry into admissions databases (Banner, Etrieve, CollegeNet). This position implements all Graduate Student course registration, record management, add/drop or withdrawal of courses, program review forms, and faculty committee assignments enhancing data integrity in an effort to assist the Graduate School team in making data driven decisions. The position ensures student eligibility for assistantships and tracks utilization of Graduate Teaching Assistantships in an effort to increase graduate student recruitment.
The position analyzes student records and performs regular data queries to inform Graduate School recruitment decision making and improve graduation rates and retention. The position maintains and publishes Graduate School course requirements, and compares requirements to student completions. The position tracks progress toward a degree, and creates alerts to share with Graduate School staff. The position tracks and analyzes quantitative data and monitors progress toward internal performance metrics, including degree completion, time to degree, student retention, ‘at risk’ students, fractional award of full utilization of Graduate Teaching Assistantships.
The successful candidate must be able to collaborate effectively with others. Working with the business office, financial aid, and the Research Office, the position oversees the awarding and processing of graduate teaching assistantships.
The position works collaboratively with all graduate students, and their department leading communications and processing regarding the graduation timeline and deadlines [from Graduation application list]. The position will have administrative oversight of graduation checkout operations as well as be the liaison to the Digital Commons Platform, working to maintain publications and e-thesis uploads, while implementing a publishing delay process and streamlining the graduate student graduation experience. This position will work with Graduate School staff to streamline processes to decrease the administrative burden on faculty and staff by providing general office support and assistance with scheduling related to grad school functions, as well as maintain and update the graduate student handbook.
The position communicates with faculty on process changes to increase transparency and efficiency of processes and enhance student experience.
The position will be cross-trained in other areas of management of the Graduate School office, including responding to student inquiries, advising on required application credentials, tracking inventory for recruiting materials, data cleaning and entry support, completing national data surveys, administrative support and organization for the Graduate School and Graduate Council, and other duties as assigned. This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.
Required Qualifications:
- Bachelors degree from a post-secondary institution or three years operations and project management experience
- Demonstrated experience using database, word processing, excel, e-mail, and internet software
- Demonstrated experience in analysis, design, formatting, and typing, forms, reports, etc.
- Strong communication: Effective and professional communication abilities via verbal, written, and electronic media.
- Ability to comprehend, analyze, and interpret data
- Ability to work within a team, and communicate with stakeholders
- 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
Preferred Qualifications:
- Bachelors degree from a post-secondary institution
- Experience with graduate student admissions processing
- Experience in a student services and/or enrollment setting
- Experience in student centered customer service
- Experience with Banner, EMP Liaison, and Etrieve
- Ability to effectively present information to various university stakeholders
Physical Demands:
- Work requires occasional evenings and weekends.
For full consideration application materials must be complete.
Please include:
- Cover letter addressing qualifications,
- Resume
- Contact information for 3 professional references.
Skills Required
- Bachelor's degree or three years operations and project management experience
- Demonstrated experience using database, word processing, Excel, e-mail, and internet software
- Demonstrated experience in analysis, design, formatting, and typing forms and reports
- Strong communication abilities via verbal, written, and electronic media
- Ability to comprehend, analyze, and interpret data
- Ability to work within a team and communicate with stakeholders
- Ability to perform each essential duty satisfactorily with or without reasonable accommodations
- Experience with graduate student admissions processing
- Experience in a student services and/or enrollment setting
- Experience in student-centered customer service
- Experience with Banner, EMP Liaison, and Etrieve
- Ability to effectively present information to various university stakeholders
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The Company
What We Do
Montana Technological University, founded in 1900 as the Montana State School of Mines, is a leading STEM institution in the Rocky Mountain West, established to meet the demand for engineers and resource managers.
