Position Details

Position Information

Announcement Number STAFF - VA - 24378

For questions regarding this position, please contact:

Laura Wilson

laura.wilson5@montana.edu

406-994-3683

Classification Title Admin Assoc IV

Working Title Administrative Associate IV

Brief Position Overview

The Department of Agricultural & Technology Education is seeking an Administrative Associate IV to assist in the daily operations of the department. This job is a great opportunity for someone looking to learn a variety of skills that will assist in their professional development.

Position Number 4N1840

Department Agricultural Education

Division College of Agriculture/MAES

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 0.75

Benefits Eligible Eligible

Salary Salary commensurate with experience, education, and qualifications.

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

Position Details

General Statement

The Department of Agricultural & Technology Education is a growing department with many opportunities and a great team atmosphere. This position reports to the Department Head and assists with all office duties. The main roles of this position include assisting faculty, providing undergraduate and graduate student support, managing departmental communications, event coordination, HR support, and budget/fiscal support. This position will cross train to assist fiscal shared-services and HR shared-services personnel.

Duties and Responsibilities

• Work closely with the DH to facilitate overall operations. Initial point of contact for incoming phone calls and administrative support for faculty, staff, and students. Order and maintain departmental supply inventory, including office, teaching, and lab supplies; copier/printer toner, staples, and copy paper. Maintain security and orderliness of supply closets; Submit work orders/tickets for repairs or services, such as telephone updates and activation, facility repairs, access/key requests, IT, E-scrap pick-up, surplus pick-up or requests; Provide departmental and program data and implements department head decisions.

• Fiscal oversight: Perform some accounting tasks and oversee budgeting functions for the DATE budget and account indexes, including salaries, operations, and grants. Serve as an account manager for purchasing card transactions, including compilation of monthly reports. Serve as departmental liaison with MSU Fiscal shared services and COA / MAES Budget Director.

• Conference and Event Organizer: Makes arrangements for events, conferences, and lectures, including securing a facility, preparing a schedule, promoting events, and, where appropriate, arranging for food, lodging, and transportation. This may include participating in events as on-site staff.

• Manage Departmental communications within and beyond the university, including recruiting materials, a departmental newsletter, Advisory Council meetings, a departmental website, and departmental social media.

• HR Liaison is the first contact person for hiring and payroll issues. Creates and processes various types of appointments for faculty (tenure-track and non-tenure-track), staff, and graduate and undergraduate students. Processes tax forms and all required new employee forms, reconciles payroll, submits EPAFs, and approves timesheets. Works closely with COA / MAES HR Business Partner.

• Course Coordination: Work with the Department Head and Registrar’s Office to schedule or update semester course offerings, propose new courses, renew Core courses, update course catalog, locate and reserve classrooms to fit faculty technology and capacity needs, and schedule study sessions.

• Student Success: Work with faculty and certifying officer on graduation audits, transfer coursework and substitutions of courses; serve as exceptions manager; register students in restricted-entry courses; Analyze and process requests for petitions for withdrawals, core credit, graduation, and suspension appeals, etc.; Ensure current information is available for faculty to be updated on undergraduate academic advising materials and course information, and assign students to faculty advisors; Serves as liaison between students and the Graduate School as required curriculum assessment activities.

  Required Qualifications – Experience, Education, Knowledge & Skills

• Experience in providing administrative or customer service support.

• Demonstrated competency with Microsoft Office and willingness and ability to learn new software programs.

• Demonstrated competence organizing and prioritizing multiple work assignments with a focus on detail, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.

  Preferred Qualifications – Experience, Education, Knowledge & Skills

• Knowledge of university procedures and policies or previous experience working in a higher education setting.

  The Successful Candidate Will

• Have outstanding communication skills and an ability to work within a collaborative environment.

• Represent the department in a professional and courteous manner.

• Identify and utilize resources to problem solve and self-teach.

• Be a team-player.

• Be principled in maintaining confidentiality of records and information.

• Possess strong organizational skills and attention to detail.

• Be motivated to help others.

• Desire to learn new skills and expand job related knowledge.

• Be able to develop and maintain professional relationships.

  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

• This position requires that a person must have the ability to maintain prolonged sitting or standing positions.

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 June 24, 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