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Montana State University Administrative Associate IV in Bozeman, Montana

Position Details

Announcement Number STAFF - VA - 21083

For questions regarding this position, please contact:

Brandi Clark at 406-994-5706 or

Classification Title Admin Assoc IV

Working Title Administrative Associate IV

Brief Position Overview

The Administrative Associate IV position provides high level administrative and management support to the operation of the Department of Agricultural Economics and Economics (DAEE) and the Department of Agricultural and Technology Education (DATE). This includes assisting the Department Heads in all executive assistant capacities, supervising staff, providing fiscal oversight and budget management for all departmental funds; initiating all HR activities such as employee onboarding, offboarding, payroll, appointment, and recruiting; coordinating all events, including conferences and community lectures; and administering the day-to-day operations of the department. This person will have work space in both departments and will work 2 half-days in the DATE.

Position Number 4M0157

Department Agricultural Economics & Economics

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 Exempt from Collective Bargaining

FTE 1.0

Benefits Eligible Eligible

Salary A minimum of $17.06 per hour, salary commensurate with experience, education, and qualifications.

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

General Statement

The Department of Agricultural Economics and Economics (DAEE) is a multi-functional department comprised of components of the College of Agriculture, the Montana Agricultural Experiment Station, the College of Letters and Science, and Extension Services. The DAEE offers undergraduate majors in agricultural business, economics, and financial engineering, as well as a variety of minors. Graduate students can pursue innovative applied master’s degree in economics. At all levels of the curriculum, the Department provides students with the tools to think rigorously, to research and thereby generate knowledge empirically, and to articulate their thoughts coherently. The Department serves approximately 400 undergraduate majors and 20-22 MA students. There are currently 22 tenure-track faculty, 3 non-tenure-track instructors, and 10 professionals, research associates, and visiting scholars. The Department is closely affiliated with the Center for Regulatory and Applied Economic Analysis, which is overseen by two Co-Directors. The Department of Agricultural and Technology Education serves approximately 100 undergraduate students and 20 graduate students. The Department currently includes four tenure-track faculty and three non-tenure track faculty. There are four undergraduate degree options, including Agricultural Education-Broadfield Teaching, Agricultural Education – Communications, Leadership, & Extension, Technology Education-Broadfield Teaching, and Technology Education-Industrial Technology. Additionally, there is one minor. Due to the requirements related to teaching licensure, the Department collaborates extensively with the Department of Education in the College of Education, Health and Human Development.

Duties and Responsibilities

  • Executive Assistant to the Department Heads (DH): works closely with the DH to facilitate overall operations. Provides departmental and program data and implements decisions. Researches and prepares data on budgetary and academic issues, such as course offerings, enrollments, and course loads to provide supporting documentation to manage curricula. Maintains DHs’ calendars. Compiles, edits, and distributes the semi-annual departmental newsletter.

  • Fiscal Duties: prepares budgets for graduate student programs, graders, and all events, including seminars, visiting professors, and conferences. Processes student scholarships. Works closely with departmental accountant, fiscal shared services, and Ag’s Budget and Fiscal 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. This may include participating in events as on-site staff.

  • Deans’ and Director’s Office Staff Liaison: serve as the first contact person for issues between the departments and Deans’ and Director’s office staff, including coordination of promotion and tenure process.

  • HR Liaison: serves as the first contact person for hiring and payroll issues. Creates and processes various types of appointments, for faculty (tenure-track and non-tenure-track), staff, graduate and undergraduate students. Processes tax forms and all required new employee forms, reconciles payroll, submits EPAF’s, and approves timesheets. Works in close concert with the HR Business Partner.

  • Operations Manager: oversees the daily functions, workloads, and services of the department. Provides support for curriculum assessment activities, for Promotion and Tenure processes, and for annual departmental elections. Supervises staff and students.

  • Assist in graduate program coordination: serves as liaison between students and the Graduate School as required.

  • Property Manager and Moving Coordinator: oversee office equipment purchases and inventory and work with the ITC telephone coordinator as needed; process key requisition forms; coordinate with Facilities Services on Work Order requests.

  • Recruitment Manager: provide search support on faculty, staff, and professional recruitments in coordination with the HR Business Partner.

Required Qualifications – Experience, Education, Knowledge & Skills

  • A Bachelor’s Degree or progressively responsible administrative/office management experience, or an equivalent combination of relevant education and experience.

  • Experience communicating complex information effectively to various constituents (student, staff, faculty, executives).

  • Demonstrated success in organizing and managing large events.

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

  • Demonstrated supervisory experience.

  • Demonstrated competence in Microsoft Office software.

Preferred Qualifications – Experience, Education, Knowledge & Skills

  • Experience working in an academic department in a higher education setting.

The Successful Candidate Will

The successful candidate will have: the ability to establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty; excellent communication and interpersonal skills; strong organizational and time management skills; attention to detail, to meeting deadlines, and to prioritizing competing demands; aptitude for problem solving and facilitating the work of others; good judgment and self-motivation; skill at prioritizing, organizing, and working on multiple projects; demonstrated capacity for leadership; successful experience hiring, training, supervising and mentoring employee; and represent MSU 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 work environment. 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? Yes

Number of Vacancies 2

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 11/12/2020; 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: .