Job description

The Administrative Associate IV provides high level administrative and operational support to the office of the Vice President, Dean of the College of Agriculture, and the Director of the Montana Agricultural Experiment Station. Working with a great team, this position performs a variety of administrative support, event planning, and customer service.

Duties and Responsibilities
Provide high level administrative support for multiple staff including the Associate Dean, Associate Director, the Assistant to the Vice President, and the Budget/Fiscal Director.
Actively welcomes visitors and responds professionally and pleasantly to a wide variety of inquiries.
Maintains calendars and meeting spaces.
Provides event planning support.
Serve as college liaison with the HR Service Center and perform related support tasks.
Performs a variety of administrative tasks in support of the Dean’s office such as provide customer service, maintain records, coordinate meetings, assist with special events, make travel arrangements, review website, order supplies, and maintain office equipment.

Required Qualifications – Experience, Education, Knowledge & Skills
Progressively responsible administrative/office management experience, or an equivalent combination of relevant education and experience.
Demonstrated competence maintaining records with a high degree of accuracy and close attention to detail.
Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, exercising adaptability to changing priorities while representing the college in a positive, effective, and professional manner.
Demonstrated competence using personal computers and various software such as word processors, spreadsheets, databases, presentation software, email and the internet (Microsoft Office preferred).

Preferred Qualifications – Experience, Education, Knowledge & Skills
Experience in event planning to include coordination, cost projections, tracking invoices and receipts.
Demonstrated excellence in a “first point of contact” role (answering phones, greeting visitors, etc.)
Accounting or bookkeeping experience.
Demonstrated experience using videoconferencing software and hardware including Teams, Zoom, and WebEx.
Experience working for and understanding the mission of a land grant institution.

The Successful Candidate Will
Ability to establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty.
Excellent communication and interpersonal skills.
Strong organizational and time management skills.
Attention to detail, to meeting deadlines, and to prioritizing competing demands.
Aptitude for problem solving and facilitating the work of others.
Good judgment and self-motivation.
Skill at prioritizing, organizing, and working on multiple projects, including organizing, coordinating, and managing events.
Represent the Office of the Vice President and Dean of the College of Agriculture and the Montana Agricultural Experiment Station to others in a professional and courteous manner.

Position Special Requirements/Additional Information
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.

Physical Demands
Normal office work environment.

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.

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 March 13, 2023; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions
Diversity Statement

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.

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.

MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: https://www.montana.edu/hr/recruitment/dualcareer.html

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