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Montana State University-Northern Administrative Associate III (Apprenticeship Education ) in Havre, Montana

Administrative Associate III (Apprenticeship Education )

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Position Details

Position Information

NBAPOSN Title Admin Assoc III

Working Title Administrative Associate III (Apprenticeship Education )

Brief Position Overview

The Administrative Associate III for Apprenticeship Education performs administrative management, organizational, and technical support to the Apprenticeship Education Director, as well as apprentices and employers from across the State. Responsibilities range from routine to diverse, requiring initiative, exceptional organizational and multitasking abilities, public relations skills, prioritizing tasks, and exceptional time management skills.

MSUN will only consider applicants who are authorized to work in the US and MSUN will not sponsor applicants for work visas.

Position Number 7N0122

Department Trades

Division College of Technical Sciences

Appointment Type Classified

Contract Term Fiscal Year


If other, specify From date

If other, specify End date

FLSA Non-Exempt

Union Affiliation AFSCME

FTE 1.0

Benefits Eligible Yes

Compensation Hourly

Salary $14.54 - 18.175 per hour and depending on experience

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

Position Details

General Statement

Administrative Associate III for Apprenticeship Education performs administrative management, organizational, and technical support to the Apprenticeship Education Director, as well as apprentices and employers from across the State. Responsibilities range from routine to diverse, requiring initiative, exceptional organizational and multitasking abilities, public relations skills, prioritizing tasks, and exceptional time management skills.

Duties and Responsibilities

  • Responsible for grading student assignments using grading or answer sheets, grading final exams, and calculating percentage scores. Prepare electronic report and hard copy file. Process book orders from employers, enroll apprentices into Brightspace, monitor and grade assignments from Brightspace.

  • Assist students with any updates regarding Apprenticeship Education, including but not limited to online coursework, homework status, overall apprenticeship status, book updates, packet updates, or any other questions.

  • Complete two mail runs from Brockmann Center to Cowan Hall one in the morning and one in the afternoon, mail runs may consist of textbooks sold, certificates of completion, homework packets, final exams, and other correspondence to MSUN Apprenticeship Education, and other areas of the Brockmann Center.

  • Maintain inventory for multiple apprenticeship programs by keeping a proper stock of books, which will need to be ordered weekly, homework packets which will also include answer sheets and proper reference material that will be printed as needed, must also maintain office supply inventory including printing supplies, envelopes, mailing material, and any other office supplies not listed.,

  • Other duties include daily monitoring of online assignments from the current Online platform

  • Receive credit card, cash, and check payments and complete end-of-day deposits of cash, checks, credit card receipts, and transactions of the Apprenticeship Education Dept. must be taken to the MSUN Business office in Cowan Hall

List any secondary duties assigned to this position:

  • Send Apprentice “Status Reports” to individual companies as well as the Department of Labor representatives

  • May oversee student workers when needed

  • Manage a department credit card and enter any necessary information into Chrome River after any purchase.

    Required Qualifications – Experience, Education, Knowledge & Skills

  • Experience with Microsoft Office software or similar suites, including word processors, spreadsheets, and databases

  • High School Diploma

  • Public Relation Skills

  • Multitasking Ability

    Preferred Qualifications – Experience, Education, Knowledge & Skills

  • College Degree in Business preferred

  • Data Entry

  • Online learning management systems

    The Successful Candidate Will

  • Ability to work well with Apprenticeship Education staff, apprentices and employers, and the Department of Labor Representatives.

  • Ability to multi-task and handle distractions such as students entering the office, phone calls, and emails that may occur on a day-to-day basis.

    Special Requirements

    Physical Demands

The ability with or without reasonable accommodations to perform the duties of this position and including the following:

  1. Perform work in an office environment and requires the ability to operate standard office equipment and keyboards.

  2. Must be able to lift and carry parcels and packages weighing up to 50 lbs.

  3. Must have the ability to walk or traverse between buildings in potentially inclement weather.

    This position has supervisory duties? Yes

    Posting Detail Information

    Announcement Number STAFF - VA - 2400017P

    Number of Vacancies 1

    Desired Start Date Immediate

    Position End Date (if temporary)

    Open Date

    Close Date

    Until an adequate pool is established No

    Special Instructions Summary

    Quick Link for Internal Postings

    Diversity Statement

Nondiscrimination Statement and Title IX Coordinator Notice Policy Statement

Montana State University-Northern ( MSUN ) commits to a learning and working environment that emphasizes the dignity and worth of every member of its community that is free from unlawful discrimination and harassment based upon race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran status, sex, gender, age, political ideas, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation (taken together, generally, “protected-class harm”). An inclusive environment is necessary for a healthy and productive University community.

Consistent with MSUN’s commitment, and with all applicable law, the University prohibits unlawful discrimination or harassment, including sexual misconduct prohibited by Title IX of the Education Amendments of 1972, and will take appropriate action to prevent, resolve, and remediate the effects of protected-class harm.

The Discrimination, Harassment, and Retaliation Policy defines and prohibits protected-class misconduct, and the Discrimination Grievance Procedures set forth the University’s processes for addressing and resolving such reports. The Policy and Procedures apply to all University programs and activities, including, but not limited to, admissions, athletics, instruction, grading, University housing, and University employment. In addition, the law prohibits retaliation against an individual for opposing any practices prohibited by this Policy, for bringing or responding to a complaint of discrimination or harassment, for assisting someone with such a complaint, for attempting to stop such discrimination or harassment, or for participating in resolution of a complaint of discrimination or harassment.

Inquiries about the application of Title IX at the University and reports about all forms of protected-class discrimination and harassment should be made to the Director of Human Resources/ Title IX Coordinator:

Human Resources /Title IX

Montana State University-Northern

PO Box 7751

Havre MT 59501

Director of Human Resources/ Title IX Coordinator:

E-mail: or


208 Cowan Hall

Tel: (406) 265.3568

Please note that reports can be made at any time, including during non-business hours, by using the email address or listed telephone number (and leaving a private message).

Title IX Coordinator

The Title IX Coordinator is responsible for coordinating the University’s compliance with federal and state discrimination and harassment laws, including Title IX. The Title IX Coordinator oversees compliance with the University’s Discrimination and Grievance Policy. Specifically, the Title IX Coordinator:

  • Coordinates educational programs and trainings regarding discrimination and harassment prevention for students and employees;

  • Responds to and seeks to resolve reports of discrimination and harassment following the Procedures;

  • Provides information about and, if requested, assists with criminal reporting;

  • Provides information about resources for obtaining advocacy, healthcare, and counseling services; and

  • Coordinates supportive and protective measures for members of the MSUN community.

A full copy of the University’s Discrimination, Harassment, and Retaliation Policy and the accompanying Discrimination Grievance Procedures are available on the Human Resources and Title IX website. More information about reporting options, resources, and other information about sexual harassment, including sexual assault, is located at the Human Resources and Title IX website:

This notice is disseminated annually to students and employees at the Montana State University-Northern.

For further information regarding Title IX and non-discrimination, visit or contact:

U.S. Department of Education

915 Second Avenue, Room 3310

Seattle, WA 98174-1099

Telephone: (206) 607-1600

Facsimile: (206) 607-1601

Email: OCR

Montana State University -Northern makes reasonable accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. In compliance with the Montana Veteran’s Employment Preference Act, MSU -Northern provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans.

To claim veteran’s preference or request accommodation, contact the Office of Human Resources, PO Box 7751, Montana State University-Northern, Havre, MT 59501; 406-265-3568;

Applicant Documents

Required Documents

  • Resume

  • Cover Letter

  • List of References

    Optional Documents

    Posting Specific Questions

    Required fields are indicated with an asterisk (*).

  • Note to the applicant: In your cover letter, please address the required and preferred qualifications listed in the notice of vacancy for this job and how you meet each one.

(Open Ended Question)

  • Please submit the Background Authorization Form which can be found here: Copy and paste this address into your browser's address bar to access this form. You may email it to or fax it to (406) 265-3530. You may also drop it off in Cowan Hall room 208. Please type YES in the answer box below (found in online application) showing you understand this additional requirement. (Open Ended Question)

(Open Ended Question)