Administrative Associate

Position Details

Position Information

NBAPOSN Title Working Title Administrative Associate Ill - CASE Brief Position Overview Position Number TBD Department Office of the Dean (CASE) Division College of Arts, Sciences, & Education Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation AFSCME FTE 0.5 Benefits Eligible Yes Compensation Hourly Salary $20 per hour Contract Type Classified Hourly If other, please specify Recruitment Type Campus

Position Details

General Statement

Provide mid- to high-level support for Graduate Studies and the Arts and Sciences unit by providing administrative support for multiple staff members, overseeing all or part of a budget including reconciling finances, preparing reports, following up on unusual information requests, arranging functions with complex or unusual details, conducting research, and acting as office manager. May operate as a "one person" office and conduct all functions within that work unit.

Duties and Responsibilities

• Provide administrative and clerical support to the Dean, Chair(s), Faculty, and/or Staff including by not limited to greeting and directing visitors, developing and implementing office policies and procedures, assembling reports, processing travel requests, and other office business
• Manage budgets, purchases, and expenses and reconcile monthly statements for budget indexes for Graduate Studies and Arts and Sciences programs; maintain current balances of budget indexes and expenditures; authorize payment of invoices and expenditures by the Business Office; gather and prepare fiscal information; prepare budget projections
• Serve as the college liaison for Graduate Studies from admission through degree completion; assists with applications and acceptance processes for graduate programs
• Design, employ, and maintain a system for graduate student correspondence, records, and oversight
• Collect and analyze Graduate Studies data for program review and accreditation purposes
• Manage events and meetings to include, but not limited to, coordinating times and locations; booking reservations, making facilities and/or food arrangements; preparing agendas; taking Minutes for the Graduate Council and other meetings; and preparing and distributing Minutes
• Submit Adjunct Faculty timecards
• Sort mail and direct package delivery to designated location
• Other duties as assigned

Required Qualifications - Experience, Education, Knowledge & Skills

1. High school diploma or GED/HiSET and four years of relevant experience, or an equivalent

combination of education and support experience

1. Excellent organizational, planning, and time management skills

2. Experience working with diverse populations

3. Excellent verbal and written communication skills

4. Ability to compose, proofread and edit correspondence

5. Experience effectively and discretely handling confidential materials

Preferred Qualifications - Experience, Education, Knowledge & Skills

• Bachelor's degree from an accredited college or university
• Experience working in higher education
• Knowledge of word processing/software programs
• Knowledge of financial and general record keeping
• Experience with social media

The Successful Candidate Will

• Knowledge of office and University procedures and public relations
• Ability to plan and complete stated objectives and meet deadlines
• Ability to establish priorities, delegate, and work effectively with all levels of employees, from clerical to professional
• Ability to make decisions independently in accordance with laws, regulations, and university policies
• Ability to work with frequent interruptions
• Ability to adapt to changing office situations

Special Requirements Physical Demands

1. Extended periods of sitting and repetitive movements

2. Ability to lift with appropriate assistance up to 50 pounds

This position has supervisory duties? No

Posting Detail Information

Announcement Number STAFF - VA - 2600017P Number of Vacancies 1 Desired Start Date Immediate Position End Date (if temporary) Open Date Close Date Until an adequate pool is established No Special Instructions Summary

In this application, and the required cover letter, resume, and list of references, DO NOT include your protected private information such as date of birth, citizenship status or immigration information, social security number, or any other protected information. This does not apply to the Authorization Form for Background Check.

Applicants must upload the following with their application:

• A cover letter which addresses how you meet the required and preferred qualifications, your professional and academic career goals, and your interest in the position.
• A resume.
• A list of three professional references.

In the online application in the Background Check field, type YES to show you understand this additional requirement.

Complete an Authorization Form for Background Check

Submit your completed and signed form to:

Human Resources

Montana State University-Northern

P.O. Box 7751

Havre, MT 59501-7751

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HR Dept. Fax ...

Quick Link for Internal Postings EEOC Statement

Montana State University-Northern (MSUN) is an equal opportunity employer. MSUN 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, MSUN 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.

Director of Human Resources /Title IX

Montana State University-Northern

300 11th Street West

Havre, MT 59501

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Location: 208 Cowan Hall

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