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Job Information

Montana State University Administrative Associate III in Bozeman, Montana

Position Details

Announcement Number STAFF - VA - 21348

For questions regarding this position, please contact:

Dorie Seymour at: 406-994-5718 (tel:406-994-5718) or

Classification Title Admin Assoc III

Working Title Administrative Associate III

Brief Position Overview

Candidates are sought for the position of Administrative Associate III in the Department of Land Resources and Environmental Sciences at Montana State University ( MSU ).

Position Number 4M0306

Department Land Resources & Environ Sci

Division College of Agriculture/MAES

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 .50-1.0

Benefits Eligible Eligible

Salary Salary commensurate with experience, education, and qualifications.

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

General Statement

As the foundation of the land grant mission at Montana State University, the College of Agriculture and the Montana Agricultural Experiment Station ( COA / MAES ) provide instruction in traditional and innovative degree programs and conduct research on old and new challenges for Montana’s agricultural community. This integration creates opportunities for students and faculty to excel through hands-on learning, to serve through campus and community engagement, to explore unique solutions to distinct and interesting questions and to connect Montanans with the global community through research discoveries and outreach. The person in this position provides general clerical support to the department staff and faculty. Duties include: performing receptionist duties including answering telephone, giving directions, and answering questions for the department, which currently is comprised of 28 faculty, 56 research professional/professional staff, 5 classified staff, and 60+ graduate students; maintaining department web-page; compiling department newsletter; scheduling two Leon Johnson Hall conference rooms; overseeing departmental audio/visual equipment, including inventory, usage, repairs, etc.; maintaining strict confidentiality on all records; typing, word processing, and routing various forms; coordinating cubicle spaces for graduate assistants; completing payroll processing for student labor, and other hourly employees; maintaining records on temporary employees to aid in verification of employment inquiries; sorting, distributing, and opening incoming mail; Assisting Administrative Associate IV with routine matters as needed; performing related duties as required.

Duties and Responsibilities


  • Principal LRES contact for walk-ins/telephone calls; includes visitors from outside of the department with 9 units in the building.

  • Manages and maintains audio and visual equipment.

  • Schedules 2 LJH conference rooms.

  • Sends/receives faxes, sends/receives FedEx, DHL , and UPS packages locally and internationally.

  • Distributes mail to department and maintains mailbox signage.

  • Maintains the department work room which includes filling copier, keeping room clean and stocked with supplies.

  • Orders office supplies.

  • Updates and maintains building marquees.

Personnel and Payroll

  • Completes hire paperwork including I-9 and W-4, and new hire forms.

  • Completes EPAFs (electronic personnel action forms) for student and short term hires.

  • Assists students with pay and timesheet related questions.

  • Works with MSU Payroll to resolve any pay related issues.

    Reporting, newsletter, web-site maintenance

  • Compiles various reports for Admin Assoc IV and Department Head.

  • Maintains departmental web-site in all areas.

  • Creates and posts seminar flyers for seminar listserv which includes other departments across campus and outside of the university.

  • Assists faculty and staff with Microsoft office documents as needed.

  • Compiles articles for the department newsletter and creates the document on In-design software.

  • Works with Faculty the seminar course each spring and fall semester, posts schedule, and includes recordings of the talks.

  • Works on making website accessible per university accessibility guidelines.

Event Management

  • Assists Admin Associate IV with any search committee events for new hires.

  • Order lunches for seminar attendees and invited guest speakers.

  • Assist Student Academic Coordinator with events as needed i.e. graduation.

  • Coordinates Hospitality form and orders any food for any events that are hosted by a member of the LRES department.


  • Distributes travel and other reimbursement checks.

  • Processes paperwork for disposal of e-waste and other MSU property.

  • Distributes gas cards and petty cash.

    Required Qualifications – Experience, Education, Knowledge & Skills

  • Experience/Education: two years of clerical or administrative support experience or an equivalent combination of education and experience.

  • Demonstrated experience in the Microsoft Office Suite.

  • Skilled at: communicating detailed information verbally and in writing; composing and proofing general business letters and reports; maintaining detailed records and files; performing detailed work with frequent interruptions and shifting priorities.

    Preferred Qualifications – Experience, Education, Knowledge & Skills

  • Knowledge of state and/or higher education organizational structure, policies, and procedures.

  • Experience in, or ability to learn, publishing software.

  • Experience in website maintenance.

    The Successful Candidate Will

  • The ability to consistently exercise initiative and good judgment; the ability to effectively operate work-related equipment; the ability to work effectively in a team oriented environment.

  • The ability to appropriately handle confidential records and information.

  • The ability to communicate effectively with employees and the public both in person and over the phone.

  • The ability to establish and maintain effective working relations with co-workers and the public.

  • The ability to represent Land Resources and Environmental Sciences and its programs to others 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

  • Normal office environment.

  • Work for long periods of time at a computer or talking on the telephone.

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

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 07/15/2021; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

To apply: Upload your resume and a cover letter outlining how you meet each individual required and preferred qualification. Please note, this posting requires contact information for three professional references within your app profile.

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: ( .