Administrative Coordinator

Position Details

The Administration and Finance Division is committed to providing support services for Montana State University through leadership, management, and stewardship of fiscal, human, and physical resources to advance MSU's capacity to support excellence in teaching, learning, and outreach, with a focus on quality, access, and innovation.

Duties and Responsibilities

• Provide exceptional customer service and management of the office in a knowledgeable and professional manner as the point person for general inquiries.
• Provide high level administrative support for several leaders and subunits within A&F (meetings, event planning, travel plans and reimbursements, preparation of Board of Regents (BOR) agenda items, etc).
• Manage the A&F Office Equipment Replacement Program for the annual replacement of office equipment and managing the dedicated program database; maintain inventory of all capital, minor and sensitive equipment.
• Serve as Building Supervisor and Emergency Coordinator for Montana Hall, serving as the single-point of contact for communications and building access/security.
• Webpage Development and Maintenance: review and maintain existing unit websites and create new content and webpages.
• Work on special projects as assigned and serve on committees as appropriate.
• Serve as departmental liaison with Fiscal Shared Services and University Budget Office for Administration and Finance office and subunits/indexes (general operating, designated, plant funds, Foundation).
• Serve as account manager for Chrome River (purchasing card transactions), payments/BPA, ensure documentation and compliance of transactions.
• Serve as coordinator of SmartBuyMSU for processing payments, placing orders, procurement, etc.
• Calculate and invoice users for building copier charges, prepare and enter X-feed charges into Banner and reconcile index monthly.
• Collaborate with HR Service Center to process functions related to hiring and payroll issues.
• Process various types of appointments for staff, new / terminating employee forms and departmental on-boarding for new employees.
• Manage employee degree information in employee records.
• Provide coordination (meeting logistics and details) and support for Budget Council, Planning Council, and Staff Senate meetings (minutes, materials, webpages, etc.).
• Provide administrative support for annual elections of Staff Senate members (administering surveys, running elections, onboarding newly elected officers, etc).

Required Qualifications

• Progressively responsible administrative/office management experience, or an equivalent combination of relevant education and experience.
• Demonstrated administrative experience in an environment which required successfully supporting multiple people with numerous interruptions and/or frequent changes in priorities.
• Demonstrated experience in interpreting and explaining detailed information, both verbally and in writing, to a variety of constituents.
• Demonstrated experience reading and interpreting financial reports, communicating financial information to others, and keeping detailed and organized fiscal records.
• Demonstrated experience using standard workplace software, especially spreadsheets, word processing, and presentation.

Preferred Qualifications

• Bachelor's degree from an accredited university or college.
• Advanced proficiency in Microsoft Word and Excel, with experience formatting professional documents, creating attractive publications (e.g., newsletters, marketing materials) and/or utilizing mail merge functionality.
• Administrative experience supporting or interfacing with executive-level personnel.
• Demonstrated experience in web maintenance content development and support.

Special Instructions

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 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