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Administrative Associate III

Please see Special Instructions for more details.

Please submit a cover letter and resume that fully address the qualifications for this position.
For any questions contact Search Support at auxjobs@montana.edu or 406-994-6468.

Position Details

Position Information

Announcement Number STAFF - VA - 18068
For questions regarding this position, please contact:

Search Support at auxjobs@montana.edu or 406-994-6468.

Classification Title Admin Assoc III
Working Title Administrative Associate III
Brief Position Overview

Join the Residence Life Team!

Position Number 4N1675
Department Residence Life
Division Auxiliary Services - Housing
Appointment Type Classified
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA Non-Exempt
Union Affiliation MPEA
FTE 1.0
Benefits Eligible Eligible
Salary $13.00 per hour
Contract Type Classified Hourly
If other, please specify
Recruitment Type Open

Position Details

General Statement

Auxiliary Services, Housing, and Culinary Services share a busy office suite located in Miller Dining Commons. Many visitors come through the door on a daily basis from all around the globe seeking information about or assistance with their current campus living. The Housing Division, comprised of Residence Life and Family and Graduate Housing, offers a unique, on-campus living experience for about 5,000 students and their families as they focus on their academic success. Culinary Services (CS) provides meals and services for over 12,000 customers a day becoming an integral part of campus life and the overall college experience.

Duties and Responsibilities

Under general supervision of the Assistant Director of Residence Life, the Administrative Associate III functions as the welcoming face of Auxiliary Services, Housing, and Culinary Services while actively answering and routing questions as appropriate in addition to performing a wide variety of administrative functions. Highlights of duties include:

  • Welcomes students, visiting parents, and other campus constituents to the main office suite while pleasantly and professionally responding to a wide variety of inquiries.
  • Provides high level administrative support for the housing leadership team.
  • Maintains several calendars and meeting spaces.
  • Schedules student conduct meetings.
  • Coordinates and maintains all facets of the Student Housing Application and Pre-payment Process.
  • Maintains the Res Life digital and printed marketing tools.
  • Knowledgeable about and speaks to Res Life/CS’s policies and procedures.
  • Handles sensitive issues and emergent situations effectively.
  • And actively participates as a member of the team while performing other duties in support of the department’s mission.

Required Qualifications – Experience, Education, Knowledge & Skills

Progressively responsible administrative work in a busy office setting with an emphasis on high level administrative support for multiple supervisors or an equivalent combination of relevant education and experience.

Extensive customer service experience dealing effectively and diplomatically with a variety of people that may include handling difficult customer service situations.

Proficient experience using computers and various software packages.

Preferred Qualifications – Experience, Education, Knowledge & Skills

Experience managing website content and pages.

Experience with database management.

Basic experience with graphic design or similar software.

The Successful Candidate Will
  • Accurately and efficiently perform duties in a high traffic office environment with frequent interruptions
  • Efficiently complete work while meeting varied deadlines in a timely manner
  • Work effectively and efficiently in close cooperation with all staff in a team-oriented environment
  • Demonstrate excellent communication skills with a diverse clientele
  • Excellent researching and problem solving skills
  • Follow and explain policies, and procedures
  • Manage difficult situations appropriately and professionally and demonstrate excellent conflict resolution skills
  • Consistently exercise initiative and good judgment
  • Prioritize and organize workload
  • Exhibit a strong sense of self-motivation and self-management
  • Adapt to changing priorities
  • Maintain confidentiality of records and information
  • Share job duties with co-workers as needed
  • Represent the department to others 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

Normal office environment.

Work for long periods of time at a computer or talking on the telephone.

Stand for long periods of time while filing.

Occasionally lift up to 30 lbs.

Navigate campus.

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 successful completion of the search process.
Position End Date (if temporary)
Open Date
Close Date
Applications will be:

Screened starting on September 26, 2017, and applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

Please submit a cover letter and resume that fully address the qualifications for this position.

For any questions contact Search Support at auxjobs@montana.edu or 406-994-6468.

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.

Montana State University is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University makes 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. To request an accommodation, contact the Human Resources Office, PO Box 172520, Montana State University, Bozeman MT 59717-2520; 406-994-3651; recruitment@montana.edu .

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: www2.montana.edu/policy/affirmative_action/ .

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).