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Position Details

Position Information

Announcement Number STAFF - VA - 25393

For questions regarding this position, please contact:

Search Support at [email protected] or 406-994-6468

Classification Title Admin Assoc III

Working Title Administrative Associate III

Brief Position Overview

Provides professional, interactive, and student/tenant focused customer service and administrative support for the University Student Housing and Culinary Services main office.

Position Number 4N1675, 4N1089

Department Residence Life Administration

Division Auxiliary 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 $21.37 per hour

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

Position Details

General Statement

University Student Housing (https://www.montana.edu/housing/) ( USH ) at MSU , offers a unique, on-campus living experience for students and their families as they focus on their academic success. Managing 18 active on-campus communities (Residence Halls and Apartments) which are the home of up to 6,500 residents. The departmental mission includes provision of reasonably priced living environments which are clean, attractive, well-maintained, comfortable, and include safety features; ensures the orderly and effective administration of the program through efficient management; and provides a learning environment and related co-curricular programs which promote maturity and academic success.

Duties and Responsibilities

The Administrative Associate III works as part of the central office administrative team to provide a wide variety of support services for University Student Housing, Culinary Services, and the CatCard service center.

+ Actively welcomes students, tenants, 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 and technical support for the Housing Leadership Team

+ Maintains several calendars and meeting spaces

+ Knowledgeable about and speaks to policies and procedures

+ Handles sensitive issues and emergent situations effectively

+ Performs administrative support functions for processes related to areas such as: housing applications, tenant check-ins and -outs, keys, bill payment, scheduling student conduct meetings, and other processes handled by the central office

+ Provides supervision and leadership to the Housing Ambassador team (10-15 students) and direction for the housing touring program

+ Provides coverage at the CatCard customer service window to produce CatCards, nametags, badges, etc. Receives monies at the window and performs daily reconciliation duties. Responds to questions about CatCar compliance and ID card rules and regulations, meal plans, and other related housing and food service topics.

+ Maintains office supply and marketing material inventories

+ Assists with website content management and other digital marketing tools

+ And actively participates as a member of the team while performing other duties in support of the department’s mission.

Each team member will be responsible for one primary area: operations, student supervision, and the CatCard service window. All team members will be cross trained in order to maintain business during absences and high traffic times.

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 with database management.

+ Basic cash handling experience.

+ Basic experience with graphic design or similar software.

The Successful Candidate Will

+ Accurately 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

+ 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.

+ Will occasionally work evenings, weekends, long hours, or consecutive days during busy periods as the school schedule demands.

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.

+ Normal office environment.

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

+ Occasionally move and place items up to 30 lbs.

This position has supervisory duties? No

Posting Detail Information

Number of Vacancies Multiple Positions

Desired Start Date Upon completion of successful search

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on June 18, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

Please address the qualifications in your cover letter and resume.

Questions? Contact Search Support at [email protected] or 406-994-6468.

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.