Administrative Associate

Position Details

Position Information

• NBAPOSN Title: Administrative Associate
• Working Title: Ill - CASE
• Brief Position Overview: TBD
• Position Number: TBD
• Department: Office of the Dean CASE
• Division: College of Arts Sciences & Education
• Appointment Type: Classified
• Contract Term: Fiscal Year
• Semester: If other specify
• From date: If other specify
• End date: If other specify
• FLSA: Non-Exempt
• Union Affiliation: AFSCME
• FTE: 0.5
• Benefits Eligible: Yes
• Compensation: Hourly
• Salary: 20 per hour
• Contract Type: Classified Hourly
• If other please specify:
• Recruitment Type: Campus

Position Details

General Statement Provide mid- to high-level support for Graduate Studies and the Arts and Sciences unit by providing administrative support for multiple staff members overseeing all or part of a budget including reconciling finances, preparing reports, following up on unusual information requests, arranging functions with complex or unusual details, conducting research, and acting as office manager. May operate as a one person" office and conduct all functions within that work unit.

Duties and Responsibilities

• Provide administrative and clerical support to the Dean, Chairs, Faculty, and/or Staff, including but not limited to:
• Greeting and directing visitors
• Developing and implementing office policies and procedures
• Assembling reports
• Processing travel requests and other office business
• Manage budgets, purchases, and expenses and reconcile monthly statements for budget indexes for Graduate Studies and Arts and Sciences programs
• Maintain current balances of budget indexes and expenditures
• Authorize payment of invoices and expenditures by the Business Office
• Gather and prepare fiscal information
• Prepare budget projections
• Serve as the college liaison for Graduate Studies from admission through degree completion
• Assist with applications and acceptance processes for graduate programs
• Design, employ, and maintain a system for graduate student correspondence records and oversight
• Collect and analyze Graduate Studies data for program review and accreditation purposes
• Manage events and meetings to include but not limited to:
• Coordinating times and locations
• Booking reservations
• Making facilities and/or food arrangements
• Preparing agendas
• Taking Minutes for the Graduate Council and other meetings
• Preparing and distributing Minutes
• Submit Adjunct Faculty timecards
• Sort mail and direct package delivery to designated location
• Other duties as assigned

Required Qualifications - Experience, Education, Knowledge & Skills

1. High school diploma or GED/HiSET and four years of relevant experience or an equivalent combination of education and support experience.
2. Excellent organizational planning and time management skills.
3. Experience working with diverse populations.
4. Excellent verbal and written communication skills.
5. Ability to compose, proofread, and edit correspondence.
6. Experience effectively and discretely handling confidential materials.

Preferred Qualifications - Experience, Education, Knowledge & Skills

• Bachelors degree from an accredited college or university.
• Experience working in higher education.
• Knowledge of word processing software programs.
• Knowledge of financial and general record keeping.
• Experience with social media.

The Successful Candidate Will

• Knowledge of office and University procedures and public relations.
• Ability to plan and complete stated objectives and meet deadlines.
• Ability to establish priorities, delegate, and work effectively with all levels of employees from clerical to professional.
• Ability to make decisions independently in accordance with laws, regulations, and university policies.
• Ability to work with frequent interruptions.
• Ability to adapt to changing office situations.

Special Requirements

• Physical Demands:
  1. Extended periods of sitting and repetitive movements.
  2. Ability to lift with appropriate assistance up to 50 pounds.
  3. <
  4. This position has supervisory duties: No

  5. Posting Detail Information

     • Announcement Number: STAFF - VA - 2600017P
     • Number of Vacancies: 1
     • Desired Start Date: Immediate
     • Position End Date (if temporary):
     • Open Date:
     • Close Date: Until an adequate pool is established

     Special Instructions Summary: In this application and the required cover letter, resume, and list of references, DO NOT include your protected private information such as date of birth, citizenship status, or immigration information, social security number, or any other protected information. This does not apply to the Authorization Form for Background Check.

     Applicants must upload the following with their application:

     • A cover letter which addresses how you meet the required and preferred qualifications, your professional and academic career goals, and your interest in the position.
     • A resume.
     • A list of three professional references.

     In the online application in the Background Check field, type YES to show you understand this additional requirement.

     Complete an Authorization Form for Background Check: https://www.msun.edu/hrforms/Authorization_for_Background_Investigation-MSU-Northern.pdf

     Submit your completed and signed form to Human Resources: Montana State University-Northern P.O. Box 7751 Havre, MT 59501-7751 406-265-3568 or 406-265-3789 HR Dept. Fax: 406-265-3530

     Quick Link for Internal Postings: https://jobs.msun.edu/postings/2647

     EEOC Statement Montana State University-Northern (MSUN) is an equal opportunity employer. MSUN 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 Veterans Employment Preference Act, MSUN provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veterans preference, please complete the veterans preference information located in the Demographics section of your profile.

     Director of Human Resources Title IX Montana State University-Northern 300 11th Street West Havre, MT 59501 E-mail: rebecca.farr@msun.edu Location: 208 Cowan Hall Tel: 406-265-3568