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Position Details

Position Information

Announcement Number STAFF - VA - 25381

For questions regarding this position, please contact:

Cheryl McDonald

[email protected]

406-994-5629

Classification Title Program Coord II

Working Title Administrative Support Coordinator

Brief Position Overview

Under the general direction of the Facilities Services Administrative Manager, this position supports staffing related functions across Facilities Management (Facilities Services, Planning, Design & Construction, Engineering & Utilities, Safety & Risk Management, and Central Operations). The primary function of this position is to lead recruitment efforts for Facilities Management. This position will serve as a liaison between Facilities Management and University Human Resources and requires discretion and judgment to resolve day-to-day problems and the ability to make effective decisions in accordance with departmental guidelines and university policies.

Position Number 4M0263

Department Facility Services

Division University Services

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 Minimum $21.99 per hour, commensurate with experience, education, and qualifications

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement

Under the general direction of the Facilities Management Administrative Manager, this position supports staffing related functions across Facilities Management. The primary function of this position is to lead recruitment efforts for Facilities Management. This position will serve as a liaison between Facilities Management and University Human Resources and requires discretion and judgment to resolve day-to-day problems and the ability to make effective decisions in accordance with departmental guidelines.

Duties and Responsibilities

+ Coordinate the recruitment and selection process for Facilities Management, developing a comprehensive recruitment strategy appropriate for each position.

+ Coordinate the onboarding process for new employees.

+ Develop, implement, and maintain tracking systems for recruitment-related data; determine appropriate metrics and provide reports on an annual or as-needed basis.

+ Provide guidance to Facilities Management Directors, supervisors, managers and staff regarding departmental and University policies and procedures.

+ Organize and coordinate Facilities Management department pay application processes.

+ Data management as necessary.

+ Act as back up for key desk when necessary.

+ Other duties as assigned.

Required Qualifications – Experience, Education, Knowledge & Skills

+ Progressively responsible 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 using personal computers and software.

+ Demonstrated aptitude organizing and prioritizing workloads, performing work in an organized manner, meeting deadlines, and the ability to manage multiple priorities while maintaining a friendly and professional demeanor.

+ Demonstrated ability to interpret and apply a variety of guidelines and regulations.

+ Successful experience in a first point of contact role.

+ Experience working with database systems and producing reports.

Preferred Qualifications – Experience, Education, Knowledge & Skills

+ Demonstrated effective communication and excellent customer service skills for a diverse group of internal and external constituents.

+ Specific experience with Microsoft Suite Outlook and calendaring applications.

+ Knowledge of MSU procedures and policies or previous experience working in a higher education setting.

The Successful Candidate Will

+ Ability to establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty.

+ Ability to maintain confidentiality and handle sensitive information professionally.

+ Excellent communication and interpersonal skills.

+ Strong organizational and time management skills.

+ Attention to detail, to meeting deadlines, and to prioritizing competing demands.

+ Aptitude for problem solving and facilitating the work of others.

+ Good judgment and self-motivation.

+ Skill at prioritizing, organizing, and working on multiple projects.

Position Special Requirements/Additional Information

In accordance with MSU policy, hiring will be conditional upon successful completion of a 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.

Our benefits package includes:

+ Medical / Dental / Vision

+ Retirement

+ Tuition waiver

+ Annual and sick leave

+ Holiday pay

Physical Demands

Ability to lift and move packages and boxes of office supplies, up to 20 pounds, with or without accommodation.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation. 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 June 6, 2025; 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.