Job Information
Montana State University Administrative Associate III in Bozeman, Montana
Position Details
Position Information
Announcement Number STAFF - VA - 25127
For questions regarding this position, please contact:
Charlene Kazmier
charlene.kazmier@montana.edu
(406) 994-4250
Classification Title Admin Assoc III
Working Title Administrative Associate III
Brief Position Overview
The Administrative Associate III performs a variety of administrative support, personnel & payroll, and accounting duties for the Northwestern Agricultural Research Center ( NWARC ), located near Creston, MT. This includes providing direct support for faculty and staff at the center. Also, this position provides executive-level support to the Superintendent. The Administrative Associate III represents the NWARC and its interests to entities outside and within the university and plays an active role in the planning and administering day-to-day operations of the front office. The person in this position also reconciles funds, generates payment authorizations and reports, and arrange center meetings and large scale functions.
Position Number 4M1124
Department AES NWARC
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 .75
Benefits Eligible Eligible
Salary Salary commensurate with experience, education, and qualifications.
Contract Type Classified Salary
If other, please specify
Recruitment Type Open
Position Details
General Statement
The Northwestern Agricultural Research Center ( NWARC ) is located near Creston, MT, and is an integral part of Montana State University. NWARC is one of the seven Research Centers comprising the Department of Research Centers. Scientists at NWARC conduct agricultural field and laboratory researches, interact with farmers, ranchers, agribusinesses, and MSU Cooperative Extension Service.
Duties and Responsibilities
Under the Superintendent’s supervision, the individual in this position performs a variety of administrative support, customer service, and fiscal management duties;
Provide direct administrative support to Superintendent and faculty;
Maintain working relationship with the Department of Research Center staff, Vice-President and Dean/Director of Agriculture’s office staff, and MSU IT and central staff;
Manage the day-to-day operations of the front office of the NWARC , including scheduling and maintaining calendars for various office staff;
Act as the principal phone and personal contact for the NWARC and maintain and update pertinent distribution lists;
Monitor and reconcile university and federal funds including state, designated, and grant funds;
Prepare invoices, payment authorizations, deposits, travel expense vouchers, and other University financial forms, and monitors monthly purchasing card transactions;
Prepare personnel forms, including recruitment authorizations, hiring paperwork, and timesheets, and monitor the monthly payroll process;
Schedule and coordinate meetings including document preparation, refreshments, equipment needs, and recording of minutes;
Interpret and apply MSU and State policies and procedures and help to train and support staff;
Prepare and maintain appropriate office manuals, handouts and promotional materials;
Compile weather data and other related duties as assigned.
Required Qualifications – Experience, Education, Knowledge & Skills
Two years of post-secondary education plus three years of full-time (or part-time equivalent) of progressively responsible administrative support experience;
Demonstrated working knowledge of accounting and budgeting principles in managing, monitoring, and reconciling financial records;
Demonstrated competence in organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude;
Demonstrated experience in word processing, spreadsheets, database, email, and internet programs;
Demonstrated excellent verbal and written communication skills.
Preferred Qualifications – Experience, Education, Knowledge & Skills
Demonstrated experience and proficiency with handling financial databases;
Demonstrated experience following the state or higher education setting purchases, procedures, and policies.
The Successful Candidate Will
Maintain the confidentiality of records and information;
Communicate effectively with employees, students, and the public, both in-person and over the phone;
Establish and maintain effective working relations with co-workers and the public;
Be able to work independently with minimal supervision and as part of a team;
Represent the Northwestern Ag Research Center, the Department, and MSU professionally and courteously.
Position Special Requirements/Additional Information
Under MSU policy, hiring will be conditional upon successful completion of pre-employment background check.
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
Typical office environment.
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 October 25, 2024; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
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.