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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.

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