Jabs Admin Associate & Receptionist

The Jake Jabs College of Business & Entrepreneurship (Jabs) is home to over 2,000 students offering a B.S. in Business with options in Accounting, Finance, Management, and Marketing and master's degrees in Professional Accountancy and Innovation Management. The College has about 25 tenure-track faculty who are augmented by an experienced group of professionally qualified faculty. Staff and faculty members enjoy a highly collegial environment and are committed to excellence in business education.

Duties and Responsibilities

Serve as first point of contact for current and prospective students, faculty, staff, guest speakers, prospective students & families, visitors, etc. Includes greeting and directing walk-in traffic, answering or referring inquiries, assisting faculty and students as needed, answering phones, responding to email, etc.
Serve as office manager, providing mid- to high-level administrative support for 10+ staff members including academic advisors, Bracken Center Director, and Bracken coaches. Includes calendaring, checking-in & rescheduling appointments, etc.
Interface with campus departments such as Registrar, Office of Admissions, Graduate School, Office of Financial Aid Services, Office of International Programs, Disability Services, Allen Yarnell Office for Student Success, etc.
Be knowledgeable of University resources, offices and services and provide appropriate referrals to students, faculty & staff.
Assist in the creation and management of webpages, marketing & information materials, and student resources for the Jabs Office of Student Services, Bracken Center, Jabs events, etc.
Manage student breakout room reservations including room reservations, tidying physical space, etc.
In conjunction with University Information Technology support student printers (replacing paper, toner and troubleshooting issues).
In partnership with MSU Bounty of Bridgers manage supplementary nutrition program (relishing grab n' go snacks as needed, managing supply and coordinating to replenish supplies, etc.)
Manage college digital displays including crafting electronic signage, approving & posting content, and removing outdated content, etc.
Support Jabs events and programs by providing administrative support in preparation (nametags, photocopies, etc.) and day-of (set up, tear down, etc.).
Serve as a collaborative Jabs team member including supporting other Jabs programs as needed, phone coverage, and other duties as assigned.

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.
Experience building and sustaining effective professional and courteous interpersonal relationships with diverse internal and external clientele.
Demonstrated strong written and verbal communication skills and competence in communicating detailed information, directions, and procedures to a variety of contacts.
Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
Demonstrated competence using personal computers and various software such as word processing (Word), spreadsheets (Excel), email (Outlook) and electronic calendaring.
Demonstrated competence to maintain confidentiality of records and information when under scrutiny from outside individuals.

Preferred Qualifications

• Experience, Education, Knowledge & Skills

Demonstrated experience in a "first point of contact" role (e.g., answering phone calls, handling and directing walk-in traffic, directing a diverse group constituents to appropriate information sources).
A desire to work with college students and an interest in institutions of higher education.
Knowledge of University procedures and policies or previous experience working in a higher education setting.
Experience with the University systems, including SCT Banner software.

The Successful Candidate Will

Excellent oral and interpersonal communication skills, demonstrated ability to work with a wide variety of people in a team-based workplace with accuracy and attention to detail
Aptitude for developing strong interdepartmental and cross-campus relationships
Maintain confidentiality of records and information
Establish and maintain effective working relations with co-workers and the public
Work independently with minimal supervision and as part of a team
Represent the college in a professional and courteous manner
Proficiency in the following computer applications: Microsoft Office including Word, Excel, and Outlook
Possess demonstrated ability to exercise sound judgment in decision making and interpretation when applying organization policies and procedure
Accomplish many dissimilar tasks in a highly demanding and busy office environment with numerous interruptions while maintaining a pleasant demeanor

Position Special Requirements/Additional Information
The position's work schedule and typical work hours are 9am-3pm during the regular academic semester, with winter break, spring break and summer off.May support some evening events as needed.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