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Position Details

Position Information

Announcement Number STAFF - VA - 26159

For questions regarding this position, please contact:

Dorie Seymour

[email protected]

406-994-5718

Classification Title Admin Assoc III

Working Title Administrative Associate III

Brief Position Overview

Candidates are sought for the position of Administrative Associate III in the Department of Land Resources and Environmental Sciences at Montana State University ( MSU ).

Position Number 4M0306

Department Land Resources & Environ Sci

Division College of Agriculture/MAES

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 .75 – 1.0

Benefits Eligible Eligible

Salary $21.00/hr

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement

As the foundation of the land grant mission at Montana State University, the College of Agriculture and the Montana Agricultural Experiment Station ( COA / MAES ) provide instruction in traditional and innovative degree programs and conduct research on old and new challenges for Montana’s agricultural community. This integration creates opportunities for students and faculty to excel through hands-on learning, to serve through campus and community engagement, to explore unique solutions to distinct and interesting questions and to connect Montanans with the global community through research discoveries and outreach. The person in this position provides general clerical support to the department staff and faculty. Duties include: performing receptionist duties including answering telephone, giving directions, and answering questions for the department, which currently is comprised of 28 faculty, 56 research professional/professional staff, 5 classified staff, and 60+ graduate students; maintaining department web-page; compiling department newsletter; scheduling two Leon Johnson Hall conference rooms; overseeing departmental audio/visual equipment, including inventory, usage, repairs, etc.; maintaining strict confidentiality on all records; typing, word processing, and routing various forms; coordinating cubicle spaces for graduate assistants; completing payroll processing for student labor, and other hourly employees; maintaining records on temporary employees to aid in verification of employment inquiries; sorting, distributing, and opening incoming mail; Assisting Administrative Associate IV with routine matters as needed; performing related duties as required.

Duties and Responsibilities

Reception:

+ Principal LRES contact for walk-ins/telephone calls; includes visitors from outside of the department with 9 units in the building.

+ Triages problems and detects them to the right person.

+ Manages and maintains audio and visual equipment and provides technical assistance as needed.

+ Schedules 2 LJH conference rooms.

+ Sends/receives/schedules FedEx, DHL , and UPS packages locally and internationally.

+ Distributes mail/packages to department and maintains mailbox signage.

+ Maintains the department work room which includes filling copier, keeping room clean and stocked with supplies.

+ Orders office supplies.

+ Processes key requests and Cat Card access request for department

Personnel and Payroll

+ Completes hire paperwork including W-4, and new hire forms.

+ Completes EPAFs (electronic personnel action forms) for student hires.

+ Works with MSU HR to establish rates/titles for short term hires and completes EPAFs

+ Assists students with pay and timesheet related questions.

+ Works with MSU Payroll to resolve any pay related issues.

Reporting, newsletter, web-site maintenance

+ Compiles various reports for Admin Assoc IV and Department Head.

+ Maintains departmental website in all areas.

+ Creates and posts seminar flyers for seminar listserv which includes other departments across campus and outside of the university.

+ Compiles articles for the yearly LRES newsletter and creates the document.

+ Work with alumni foundation to compile email list to send out newsletter

+ Works with Faculty teaching seminar course each spring and fall semester, posts schedule and includes recordings of the talks.

+ Works on making website accessible per university accessibility guidelines.

Event Management

+ Assists Admin Associate IV with any search committee events for new hires.

+ Assist Student Academic Coordinator with events as needed i.e. graduation.

+ Serves as event coordinator for events sponsored by College of Ag i.e. Ag Appreciation Week

Accounting

+ Distributes travel and other reimbursement checks.

+ Processes paperwork for disposal of e-waste.

+ Distributes pcards, gas cards and petty cash.

+ Assists with Fiscal Manager with as needed tasks i.e. property management

Required Qualifications – Experience, Education, Knowledge & Skills

+ Experience/Education: two years of clerical or administrative support experience or an equivalent combination of education and experience.

+ Demonstrated experience in the Microsoft Office Suite.

+ Skilled at: communicating detailed information verbally and in writing; composing and proofing general business letters and reports; maintaining detailed records and files; performing detailed work with frequent interruptions and shifting priorities.

Preferred Qualifications – Experience, Education, Knowledge & Skills

+ Knowledge of state and/or higher education organizational structure, policies, and procedures.

+ Experience in, or ability to learn, publishing software.

+ Experience in website maintenance.

The Successful Candidate Will

+ The ability to consistently exercise initiative and good judgment; the ability to effectively operate work-related equipment; the ability to work effectively in a team oriented environment.

+ The ability to appropriately handle confidential records and information.

+ The ability to communicate effectively with employees and the public both in person and over the phone.

+ The ability to establish and maintain effective working relations with co-workers and the public.

+ The ability to represent Land Resources and Environmental Sciences and its programs 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.

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

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

+ Screening of applications will begin on October 21, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

This position is not eligible for sponsorship.

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.