Administrative Associate IV

The Department of Agricultural & Technology Education is a growing department with many opportunities and a great team atmosphere. This position reports to the Department Head and assists with all office duties.

The main roles of this position include assisting faculty, providing undergraduate and graduate student support, managing departmental communications, event coordination, HR support, and budget/fiscal support. This position will cross train to assist fiscal shared-services and HR shared-services personnel.

Duties and Responsibilities

Work closely with the DH to facilitate overall operations. Initial point of contact for incoming phone calls and administrative support for faculty, staff, and students. Order and maintain departmental supply inventory, including office, teaching, and lab supplies; copier/printer toner, staples, and copy paper. Maintain security and orderliness of supply closets; Submit work orders/tickets for repairs or services, such as telephone updates and activation, facility repairs, access/key requests, IT, E-scrap pick-up, surplus pick-up or requests; Provide departmental and program data and implements department head decisions.
Fiscal oversight: Perform some accounting tasks and oversee budgeting functions for the DATE budget and account indexes, including salaries, operations, and grants. Serve as an account manager for purchasing card transactions, including compilation of monthly reports. Serve as departmental liaison with MSU Fiscal shared services and COA/MAES Budget Director.
Conference and Event Organizer: Makes arrangements for events, conferences, and lectures, including securing a facility, preparing a schedule, promoting events, and, where appropriate, arranging for food, lodging, and transportation. This may include participating in events as on-site staff.
Manage Departmental communications within and beyond the university, including recruiting materials, a departmental newsletter, Advisory Council meetings, a departmental website, and departmental social media.
HR Liaison is the first contact person for hiring and payroll issues. Creates and processes various types of appointments for faculty (tenure-track and non-tenure-track), staff, and graduate and undergraduate students. Processes tax forms and all required new employee forms, reconciles payroll, submits EPAFs, and approves timesheets. Works closely with COA/MAES HR Business Partner.
Course Coordination: Work with the Department Head and Registrar's Office to schedule or update semester course offerings, propose new courses, renew Core courses, update course catalog, locate and reserve classrooms to fit faculty technology and capacity needs, and schedule study sessions.
Student Success: Work with faculty and certifying officer on graduation audits, transfer coursework and substitutions of courses; serve as exceptions manager; register students in restricted-entry courses; Analyze and process requests for petitions for withdrawals, core credit, graduation, and suspension appeals, etc.; Ensure current information is available for faculty to be updated on undergraduate academic advising materials and course information, and assign students to faculty advisors; Serves as liaison between students and the Graduate School as required curriculum assessment activities.

Required Qualifications

• Experience, Education, Knowledge & Skills

Experience in providing administrative or customer service support.
Demonstrated competency with Microsoft Office and willingness and ability to learn new software programs.
Demonstrated competence organizing and prioritizing multiple work assignments with a focus on detail, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.

Preferred Qualifications

• Experience, Education, Knowledge & Skills
  Knowledge of university procedures and policies or previous experience working in a higher education setting.

The Successful Candidate Will

Have outstanding communication skills and an ability to work within a collaborative environment.
Represent the department in a professional and courteous manner.
Identify and utilize resources to problem solve and self-teach.
Be a team-player.
Be principled in maintaining confidentiality of records and information.
Possess strong organizational skills and attention to detail.
Be motivated to help others.
Desire to learn new skills and expand job related knowledge.
Be able to develop and maintain professional relationships.

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

This position requires that a person must have the ability to maintain prolonged sitting or standing positions.

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