Position Details Position Information Announcement Number STAFF - VA - 24406 For questions regarding this position, please contact: Brenda Truman-Christoffel at (406) 994-4423 [email protected] Classification Title Admin Assoc III Working Title Jabs Admin Associate & Receptionist Brief Position Overview This position is a critical member of the Jake Jabs College of Business and Entrepreneurship (Jabs), serving as the initial point of contact for current and prospective students, faculty, staff, friends of the college and guests. The person in this position provides direct administrative support to Jabs academic advisors, Bracken coaches, staff and faculty, and direct support to students in the form of appointment scheduling, resource referrals, and answering general questions. Work schedule and typical work hours: 9am-3pm during regular academic semester with winter break, spring break and summers off. May support some evening events as needed.Position Number 4N0884 Department Jabs Office of the Dean Division College of Business Appointment Type Classified Contract Term Academic Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation FOCUS-MFPE FTE 0.50 - 0.75 Benefits Eligible Eligible Salary $17.82 - $20.82 per hour Contract Type Classified Hourly If other, please specify Recruitment Type Open Position Details General Statement The Jake Jabs College of Business & Entrepreneurship (Jabs) is home to over 2,000 students offering a B.S. in Business with options in Accounting, Finance, Management, and Marketing and master’s degrees in Professional Accountancy and Innovation Management. The College has about 25 tenure-track faculty who are augmented by an experienced group of professionally qualified faculty. Staff and faculty members enjoy a highly collegial environment and are committed to excellence in business education.Duties and Responsibilities
Serve as first point of contact for current and prospective students, faculty, staff, guest speakers, prospective students & families, visitors, etc. Includes greeting and directing walk-in traffic, answering or referring inquiries, assisting faculty and students as needed, answering phones, responding to email, etc.
Serve as office manager, providing mid- to high-level administrative support for 10+ staff members including academic advisors, Bracken Center Director, and Bracken coaches. Includes calendaring, checking-in & rescheduling appointments, etc.
Interface with campus departments such as Registrar, Office of Admissions, Graduate School, Office of Financial Aid Services, Office of International Programs, Disability Services, Allen Yarnell Office for Student Success, etc.
Be knowledgeable of University resources, offices and services and provide appropriate referrals to students, faculty & staff.
Assist in the creation and management of webpages, marketing & information materials, and student resources for the Jabs Office of Student Services, Bracken Center, Jabs events, etc.
Manage student breakout room reservations including room reservations, tidying physical space, etc.
In conjunction with University Information Technology support student printers (replacing paper, toner and troubleshooting issues).
In partnership with MSU Bounty of Bridgers manage supplementary nutrition program (relishing grab n’ go snacks as needed, managing supply and coordinating to replenish supplies, etc.)
Manage college digital displays including crafting electronic signage, approving & posting content, and removing outdated content, etc.
Support Jabs events and programs by providing administrative support in preparation (nametags, photocopies, etc.) and day-of (set up, tear down, etc.).
Serve as a collaborative Jabs team member including supporting other Jabs programs as needed, phone coverage, and other duties as assigned.
Required Qualifications – Experience, Education, Knowledge & Skills
Progressively responsible administrative work experience with an emphasis on customer service in a main office setting or an equivalent combination of relevant education and/or experience.
Experience building and sustaining effective professional and courteous interpersonal relationships with diverse internal and external clientele.
Demonstrated strong written and verbal communication skills and competence in communicating detailed information, directions, and procedures to a variety of contacts.
Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
Demonstrated competence using personal computers and various software such as word processing (Word), spreadsheets (Excel), email (Outlook) and electronic calendaring.
Demonstrated competence to maintain confidentiality of records and information when under scrutiny from outside individuals.
Preferred Qualifications – Experience, Education, Knowledge & Skills
Demonstrated experience in a “first point of contact” role (e.g., answering phone calls, handling and directing walk-in traffic, directing a diverse group constituents to appropriate information sources).
A desire to work with college students and an interest in institutions of higher education.
Knowledge of University procedures and policies or previous experience working in a higher education setting.
Experience with the University systems, including SCT Banner software.
The Successful Candidate Will
Excellent oral and interpersonal communication skills, demonstrated ability to work with a wide variety of people in a team-based workplace with accuracy and attention to detail
Aptitude for developing strong interdepartmental and cross-campus relationships
Maintain confidentiality of records and information
Establish and maintain effective working relations with co-workers and the public
Work independently with minimal supervision and as part of a team
Represent the college in a professional and courteous manner
Proficiency in the following computer applications: Microsoft Office including Word, Excel, and Outlook
Possess demonstrated ability to exercise sound judgment in decision making and interpretation when applying organization policies and procedure
Accomplish many dissimilar tasks in a highly demanding and busy office environment with numerous interruptions while maintaining a pleasant demeanor
Position Special Requirements/Additional Information
The position’s work schedule and typical work hours are 9am-3pm during the regular academic semester, with winter break, spring break and summer off.May support some evening events as needed.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 successful search Position End Date (if temporary) Open Date Close Date Applications will be: Screening of applications will begin on July 9, 2024; 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