• Administrative Associate III

    Montana State University (Bozeman, MT)


    Position Details

    Position Information

    Announcement Number STAFF - VA - 26180

    For questions regarding this position, please contact:

    Kate Koller

     

    Business Manager

     

    406-994-4881

     

    [email protected]

     

    Classification Title Admin Assoc III

     

    Working Title Administrative Associate III

    Brief Position Overview

    We are seeking a highly organized and proactive Administrative Associate to support the Western Transportation Institute ( WTI ) and the Local Technical Assistance Program ( LTAP ). This role serves as the first point of contact for WTI , manages communications, coordinates record retention, and assists with financial systems like Chrome River. The position also provides administrative support to two in-office Directors. The ideal candidate will be detail-oriented, adaptable, and capable of managing multiple priorities while ensuring smooth day-to-day operations across departments.

     

    Position Number 4N0671

     

    Department Western Transportation Institute

     

    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 0.5 - 0.75

     

    Benefits Eligible Eligible

     

    Salary $21.00 per hour, commensurate with experience, education, and qualifications

     

    Contract Type Classified Hourly

     

    If other, please specify

     

    Recruitment Type Open

    Position Details

    General Statement

    WTI is a research department at Montana State University where we partner with faculty, other universities, transportation agencies and private sector partners. We fulfill our charge of advancing the field of rural transportation and developing the next generation of professionals by conducting cutting-edge, multidisciplinary research and outreach. As stewards and champions of rural America, we have a strong interest in research and projects related to sustainability, such as using recycled materials for roadways, providing rural public transportation options and cost-effective solutions wildlife vehicle collision reduction.

    Duties and Responsibilities

    + Serve as the first point of contact for WTI and LTAP (as needed) by managing phone and email correspondence.

    + Assist with Chrome River with reports; serving as the proxy backup for all WTI PIs and core staff.

    + Coordinate the records retention process for all grants.

    + Assist with capital equipment management and insurance protocols.

    + Assist the Director of WTI (Kelvin C.P. Wang) and the Director of LTAP (Matthew Ulberg) with:

    + Travel arrangements

    + Chrome River

    + Ordering

    + Procurement

    + Creating invoices

    + Day-to-day support of both directors

    + Deposit checks for LTAP .

    + Manage opening and closing of weekly grant meetings:

    + Scheduling

    + Collecting information for the meetings (opening and closing grants for the week)

    + Taking minutes and emailing action items

    + Coordinate SmartBuy purchasing for:

    + Support staff

    + Directors

    + Rural Safety Center

    + Office management:

    + Board Room and Classroom calendar management

    + Board Room and Classroom management

    + Open procedures for grants:

    + Forwarding information to communications team

    + Adding information to team project list

    + Requesting project data folder

    + Adding to weekly grant management agenda

    + Adding grant numbers to timesheet system

    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 experience organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.

    + Demonstrated experience 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 using a database or accounting software program to track basic financial records or other data with demonstrated basic accounting skills and competence maintaining records.

    + Knowledge of MSU Policies and Procedures or previous experience working in a higher education setting.

    The Successful Candidate Will

    + Have the desire to increase in knowledge, acquire new skills and take on new projects and challenges.

    + Demonstrate excellent written and verbal communication skills.

    + Ability to exercise initiative and good judgment.

    + Ability to maintain confidentiality of records and information.

    + Ability to work independently with minimal supervision and as part of a team.

    + Have excellent research, analytical and problem-solving skills.

     

    Position Special Requirements/Additional Information

     

    This position is contingent upon continued funding.

     

    This position is typically scheduled Monday through Thursday (with most Fridays off) during core business hours.

     

    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? 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 November 13, 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.