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Job Information

Montana State University Administrative Associate III - Army ROTC in Bozeman, Montana

Position Details

Position Information

Announcement Number STAFF - VA - 20253

For questions regarding this position, please contact:

Ryan Williams at 406-994-4044 or

Classification Title Admin Assoc III

Working Title Administrative Associate III - Army ROTC

Brief Position Overview

The Administrative Associate III is a critical member of the Army ROTC program. This position provides a wide variety of administrative, customer service, and public relations support. In addition, this position serves as the Office Manager and the primary point of contact for all visitors.

Position Number 4N0033

Department Military Science- Army

Division College of Engineering

Appointment Type Classified

Contract Term Fiscal Year


If other, specify From date

If other, specify End date

FLSA Non-Exempt

Union Affiliation FOCUS-MFPE

FTE 0.5

Benefits Eligible Eligible

Salary Minimum $14.00 per hour, commensurate with experience, education, and qualifications

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement

The Montana State University Department of Military Science, Army ROTC, is charged with commissioning the future officer leadership of the U.S. Army and to motivate young people to become better citizens. Army ROTC is committed to helping students academically while also providing a challenging and future career path.

This position serves as the Office Manager, providing a variety of administrative support, customer service, and public relations duties in support of the Department of Military Science. This position also serves as Assistant to the Department Head. As the primary point of contact for a diverse group of clients, this position provides efficient and quality customer service in order to answer general questions verbally and in writing, compose correspondence and schedule meetings. Exceptional organizational skills are essential to this position in order to effectively prioritize workloads.

Duties and Responsibilities

  • Manage the day-to-day operations of the department. Insure compliance with department, University, State and Federal policies, procedures, and guidelines. May implement those policies by creating and maintaining a policy and procedures manual for the department as well as training and educating all staff members on changes, amendments, and new developments.

  • Track information and interpret data to determine the best methods and procedures to conduct departmental business. This may be looking for ways to expedite obtaining grant monies or gathering departmental computer information and develop a plan for future upgrades of equipment.

  • Support faculty, students, and staff by providing direction, guidance, and support at an administrative, project, and office management level.

  • Serve as liaison between Department Head and faculty, students, and other MSU employees.

  • Responsible for a variety of indexes (including Foundation, State appropriated, Cadet fund, and College of Engineering funds).

  • Research, gather and compile information to analyze and produce reports or documents.

  • Other duties as assigned

Required Qualifications – Experience, Education, Knowledge & Skills

  • Directly related administrative work experience with an emphasis on customer service in a main office setting or an equivalent combination of relevant education and/or experience.

  • Demonstrated experience designing, writing, editing and formatting professional documents such as reports, business correspondence, spreadsheets, and brochures.

  • Demonstrated competence using personal computers and various software such as word processing, spreadsheets, database, presentation, email and internet. Microsoft Office software preferred.

Preferred Qualifications – Experience, Education, Knowledge & Skills

  • Demonstrated experience managing website content.

  • Experience in event/program planning to include coordination and leading the event/program.

  • Knowledge of procedures and policies or previous experience working in a higher education setting.

  • Knowledge of relational databases or knowledge of University systems including Banner.

The Successful Candidate Will

  • Maintain confidentiality of records and information

  • Thrive in an “open door” environment, maintaining accessibility to faculty, staff, and students

  • Use independent judgment and intellectual analysis to interpret and apply policies and procedures.

  • Demonstrate ability to exercise sound judgment in decision making and interpreting and applying policies and procedures

  • Demonstrate excellent verbal and written communication skills; communicate effectively with employees, students and the public, both in person and over the phone

  • Establish and maintain effective working relations with co-workers, other departments and staff across campus

  • Work independently with minimal supervision and as part of a team

  • Effectively interpret and communicate detailed information, procedures, and directions clearly and accurately, in person, by telephone, and through business correspondence to a wide variety of individuals both internal and external to the organization.

  • Provide exceptional customer service to a diverse group of customers, both internal and external to the organization.

  • Organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional approach.

  • Accomplish many dissimilar tasks in a high demanding environment, with numerous interruptions, while maintaining a professional demeanor and positive attitude

  • Possess the ability to learn MSU and U.S. Army policies and procedures

  • Possess the ability to identify shortcomings within a process and implement changes to improve the quality of the product

  • Demonstrate self motivation and ability to independently follow through on tasks and projects to completion and work independently and effectively under minimum supervision

  • Represent the Army ROTC department, College of Engineering, Montana State University and its programs 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 successful completion of search

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on January 17, 2020; 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.

Montana State University is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of an individual’s race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran’s status, sex, age, political ideas, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. To request an accommodation, contact the Human Resources Office, PO Box 172520, Montana State University, Bozeman MT 59717-2520; 406-994-3651; .

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: .