Administrative Associate IV

Position Details

The Department of Agricultural & Technology Education is seeking an Administrative Associate IV to assist in the daily operations of the department.

Duties and Responsibilities

• Work closely with the Department Head 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; submit work orders/tickets for repairs or services.
• Maintain security and orderliness of supply closets.
• 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.
• 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.
• Create and process various types of appointments for faculty (tenure-track and non-tenure-track), staff, and graduate and undergraduate students.
• Process tax forms and all required new employee forms, reconcile payroll, submit EPAFs, and approve 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.
• Coordinate and maintain MAES web presence by updating webpages, organizing content, and ensuring timely communication of program information, events, and resources.
• Manage MAES social media communications through content creation, scheduling, audience engagement, and promotion of research, educational programs, and outreach initiatives.

Required Qualifications

• 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.

Special Requirements/Additional Information

This position is not eligible for new sponsorship. 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.