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Position Details

Position Information

Announcement Number STAFF - VA - 26131

For questions regarding this position, please contact:

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

Classification Title Admin Assoc IV

Working Title Administrative Associate IV

Brief Position Overview

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

Position Number 4N1743

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 Exempt from Collective Bargaining

FTE 1.0

Benefits Eligible Eligible

Salary $24.00 per hour, commensurate with experience, education, and qualifications

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

Under the direction of the Associate Director, the Administrative Associate IV leads the front office administrative team of two Administrative Assistants and up to 25 student staff as they work together to provide a wide variety of support services for University Student Housing and Culinary Services.

+ Manages the day-to-day activities and customer service goals of the front office; ensures that students, tenants, visiting parents, and other campus constituents are welcomed to the main office suite in a pleasant and professional manner.

+ Provides high-level administrative and technical support for the Housing Leadership Team.

+ Maintains several calendars and meeting spaces; manages and maintains the yearly departmental planning calendar.

+ Knowledgeable about and speaks to policies and procedures.

+ Handles sensitive issues and emergent situations effectively.

+ Supervises 2 Administrative Associates IIIs and up to 25 student Housing Ambassadors (hiring, training, scheduling, payroll duties, performance evaluations, etc).

+ 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, central phone coordinator, and other processes handled by the central office.

+ Monitors monthly budget expenditures for the Director of Housing.

+ Maintains office supply/equipment inventories and marketing material inventories.

+ Assists with website content management and other digital marketing tools.

+ Ensures the administrative team is cross-trained to provide full coverage for the office.

+ 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 including handling difficult customer service situations.

+ Experience leading or supervising staff.

+ 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 perform duties in a high-traffic office environment with frequent interruptions.

+ Efficiently complete work while meeting deadlines.

+ Work effectively and efficiently in close cooperation with all staff in a team-oriented environment.

+ Demonstrate excellent communication skills.

+ Excellent research 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

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 items up to 30 lbs.

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

This position has supervisory duties? Yes

Posting Detail Information

Number of Vacancies 1

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 January 20th, 2026; 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.

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.