administrative assistant Bozeman, MT
Job description
Have summers off! Keep your benefits year-round!
This position is on an academic year schedule, Aug.16 – May 15, with summers off. Responsibilities include: course coordination; website management; creation of biannual newsletter; copyediting; daily office opening and closing protocol; supply orders and supply inventory management; fulfilling copy requests; coordinating equipment purchases and maintenance/repairs; initiating tickets/work orders for telephone, key requests, facilities service, E-scrap; property management; administrative support for faculty, staff and students; providing high-level customer service for internal and external clients; problem-solving; other duties as assigned
Duties and Responsibilities
Course coordination:
Work with 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, schedule study sessions.
Order faculty course materials through the MSU Bookstore and Library.
Fulfill copy requests, such as exams, theses, research abstracts, peer leader materials, homework, etc.
Grade multiple-choice exams and submit scores to faculty.
Archive syllabi, final exams, graduate student theses, faculty publications.
Update annual department documents and coordinate course evaluations and summaries.
Communication:
Work with the Business Operations Manager to ensure effective, transparent, and concise communications to departments stakeholder groups.
Use MSU Website Content Management System to promote department by highlighting and updating DAEE news and events, ensuring accessibility, creating new pages/content, streamlining experience.
Highlight department news and events on departmental social media accounts.
Submit calendar and MSU Today events, using COPE (seminars, dissertations, etc.).
Using Adobe Create Suite or other publishing software, create biannual department newsletter, flyers, course announcements and other publications.
Create PowerPoint or other multimedia presentation for biannual department commencement ceremonies.
Edit, proofread department forms, publications or other materials as needed.
Office 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 kitchen supplies; copier/printer toner, staples and copy paper. Maintain security and orderliness of supply closets.
Distribution of incoming and outgoing mail; bulk mail.
Opening and closing of office and managed rooms; maintain cleanliness.
Assist with reservation requests for DAEE managed and conference rooms for meetings, conferences, and events.
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.
Train and direct student workers.
Prepare rooms and materials for seminars; faculty office moves and grad student setups;
Assist with department events, such as biannual graduation ceremonies and other gatherings.
Required Qualifications – Experience, Education, Knowledge & Skills
Demonstrated experience in editing, proofing and printing documents.
Demonstrated proficiency using personal computers and software, including spreadsheets, electronic calendars, and document creation. Microsoft Office Suite is strongly preferred.
Demonstrated proficiency with or ability to learn operation/troubleshooting of multifunction copiers, printers, and other general office equipment.
Preferred Qualifications – Experience, Education, Knowledge & Skills
Bachelor’s degree.
Work experience in office administration.
Demonstrated experience working directly with faculty and students.
Experience with or ability to learn publishing software (Adobe In-Design or similar).
The Successful Candidate Will
Work as part of a team dedicated to supporting students, faculty and colleagues.
Maintain confidentiality of records and information with accuracy and attention to detail.
Have the ability to use sound judgement and discretion when working with confidential information and sensitive issues.
Provide excellent customer service via verbal, written, and interpersonal communication; clearly articulate detailed information, policies and procedures; and communicate effectively with employees, students and the public.
Demonstrate competence organizing and prioritizing multiple work assignments, meeting deadlines, and adapt to changing priorities, while maintaining a positive, effective and professional attitude.
Possess the ability to troubleshoot problems and have candid conversations using sound judgement.
Establish and maintain effective, productive working relations in a positive manner with colleagues and the public; develop strong interdepartmental and cross-campus relationships.
Work independently with minimal supervision and as part of a team.
Have the ability to possess a thorough understanding of online registrar forms, online bookstore forms, online work order and ticketing forms, university policy and procedures, and where to find necessary information and resources.
Represent the Department of Agricultural Economics and Economics and MSU in a professional and courteous manner.
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
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
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 June 7, 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
