Job Description

Position Information

Announcement Number STAFF - VA - 23429
For questions regarding this position, please contact:

Craig Woolard
craig.woolard@montana.edu
406-994-7402
Classification Title Admin Assoc III
Working Title Administrative Associate III
Brief Position Overview

This position has the primary responsibility of administrative support, customer service, and office management duties in support of the Civil Engineering Department. This person will serve as liaison between Department Head and administration, faculty, students, and other MSU employees.
Position Number 4N1005
Department Civil Engineering
Division College of Engineering
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 1.0
Benefits Eligible Eligible
Salary Starting pay $18.37 per hour, commensurate with experience, education, and qualifications
Contract Type Classified Hourly
If other, please specify
Recruitment Type Open

Position Details

General Statement

This position includes a wide variety of responsibilities including providing high-level administrative support to the Civil Engineering (CE) Department, assisting the Department Head in all facets of the job and working directly with faculty, staff, students and the general public. The individual in this position serves as the central point of contact for the CE department and is responsible for a variety of coordination and monitoring activities across the Department\'s programs and facilities.
Duties and Responsibilities

Office Operations/Administrative Support

• Serves as first and primary point of contact for individuals seeking assistance from the Civil Engineering Department.
• Tracks information and interprets data to determine the best methods and procedures to conduct business.
• Provides high-level administrative support to the department head and faculty.
• Serves as the telephone coordinator, maintains departmental contact information, facilitates phone/office assignments and serves as point person for the department\'s evacuation plan.
• Orders office supplies and equipment maintenance.
• Coordinates daily staffing of the front office.
• Assists in insuring compliance with department, college, university, state and/or federal policies, procedures, and/or guidelines.
• Assists in the design, creation, and maintenance of department newsletters, and brochures.

Student Support

• Assists current and prospective students, referring individuals to the Academic Advisor and faculty as appropriate.
• Coordinates graduate school application program, acting as liaison with the Graduate School, and CE Department Graduate Program Coordinator. Organizes graduate school application materials and routes them successively to the Graduate Program Coordinator.
• Completes a variety of student-related paperwork and maintains the department\'s bulletin boards.
• Manages student locker rentals.
• Manages student lab printer accounts.

Event Planning

• Plans and coordinates special meetings and events for the CE Department. Specific events include (but are not limited to) Advisory Board meetings, ABET visits, annual retreats, and the Construction Recognition dinner.
• Performs cost projections for events and tracks associated invoices and receipts.

Facility Coordination and Administration

• Manages scheduling of common CE instructional, laboratory, and conference space.
• Processes CE faculty access requests. Directs lab users to appropriate lab supervisors.
• Sets up and monitors key/keypad access to CE facilities.
• Schedules routine maintenance of equipment in CE laboratories.
• Schedules routine purchases of lab supplies.
• Assists in the development and implementation of new or revised systems and procedures.
• Coordinates facility upgrades and construction with Facilities Services.

Personnel/Payroll

• Coordinates the completion of paperwork for hourly student hires.
• Hires, trains, and supervises student front office employees.
• Schedules faculty annual reviews and coordinates submission of review cards for CE department.
• Assists the Department with personnel searches, including placing advertisements, tracking applicants, correspondence, and scheduling interviews.

Required Qualifications - Experience, Education, Knowledge & Skills * High-level administrative work experience with an emphasis on customer service in a main office setting or an equivalent combination of relevant education and/or experience.

• Demonstrated competence effectively interpreting and communicating detailed information, procedures, and directions clearly and accurately, in person, by telephone, and through business correspondence to a wide variety of individuals both internal and external to the organization.
• Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional approach.
• Demonstrated experience formatting professional documents such as reports, business correspondence, spreadsheets, and brochures.
• Demonstrated competence using personal computers and various software such as word processing, spreadsheets, database, presentation, email and internet. Microsoft Office software preferred.

Preferred Qualifications - Experience, Education, Knowledge & Skills * Demonstrated experience in editing and management of web pages.

• Demonstrated experience in event planning to include coordination, cost projections, tracking invoices and receipts, and leading the event.
• Successful experience in a \xe2\x80\x9cfirst point of contact\xe2\x80\x9d role in an institution of higher education (e.g., answering phone calls, handling and directing walk-in traffic, directing students, parents, and constituents to appropriate information sources).
• Knowledge of university procedures and policies or previous experience working in a higher education setting.

The Successful Candidate Will

• Maintain confidentiality of records and information.
• Thrive in an \xe2\x80\x9copen door\xe2\x80\x9d environment, maintaining accessibility to faculty, staff, and students.
• Exercise sound judgment in decision making and interpreting and applying policies and procedures.
• Have excellent verbal and written communication skills; communication effectively with employees, students and the public, both in person and over the phone.
• Establish and maintain effective working relations with co-workers and other departments and staff across campus.
• Work independently with minimal supervision and as part of a team.
• Accomplish many dissimilar tasks with numerous interruptions while maintaining a pleasant demeanor and positive approach.
• Learn MSU policies, procedures, and systems for student data tracking.
• Identify shortcomings within a process and implement changes to improve the quality of the product.
• Independently follow through on tasks and projects to completion and work independently and effectively under minimum supervision.
• Represent the Civil Engineering Department and Montana State University and its programs in a professional and courteous manner.

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

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? Yes

Posting Detail Information

Number of Vacancies 1
Desired Start Date Upon a successful search
Position End Date (if temporary)
Open Date
Close Date
Applications will be:

Screening of applications will begin on July 6, 2023; 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:

Applicant Documents

Required Documents * Resume

• Cover Letter

Optional Documents

Montana State University