November 15, 2024

Montana State University

Bozeman

Administrative Associate III

University Student Housing (USH) at MSU, offers a unique, on-campus living experience for students and their families as they focus on their academic success. Managing 18 active on-campus communities (Residence Halls and Apartments) which are the home of up to 6,500 residents. The departmental mission includes provision of reasonably priced living environments which are clean, attractive, well-maintained, comfortable, and include safety features; ensures the orderly and effective administration of the program through efficient management; and provides a learning environment and related co-curricular programs which promote maturity and academic success.

Duties and Responsibilities

The Administrative Associate III works as part of the central office administrative team to provide a wide variety of support services for University Student Housing, Culinary Services, and the Cat Card service center.

Actively welcomes students, tenants, visiting parents, and other campus constituents to the main office suite while pleasantly and professionally responding to a wide variety of inquiries.
Provides high level administrative and technical support for the Housing Leadership Team
Maintains several calendars and meeting spaces
Knowledgeable about and speaks to policies and procedures
Handles sensitive issues and emergent situations effectively
Performs administrative support functions for processes related to areas such as: housing applications, tenant check-ins and -outs, keys, bill payment, scheduling student conduct meetings, and other processes handled by the central office
Provides supervision and leadership to the Housing Ambassador team (10-15 students) and direction for the housing touring program
Provides coverage at the Cat Card customer service window to produce Cat Cards, nametags, badges, etc. Receives monies at the window and performs daily reconciliation duties. Responds to questions about Cat Car compliance and ID card rules and regulations, meal plans, and other related housing and food service topics.
Maintains office supply and marketing material inventories
Assists with website content management and other digital marketing tools
And actively participates as a member of the team while performing other duties in support of the department’s mission.

Each team member will be responsible for one primary area: operations, student supervision, and the Cat Card service window. All team members will be cross trained in order to maintain business during absences and high traffic times.

Required Qualifications – Experience, Education, Knowledge & Skills

Progressively responsible administrative work in a busy office setting with an emphasis on high level administrative support for multiple supervisors or an equivalent combination of relevant education and experience.

Extensive customer service experience dealing effectively and diplomatically with a variety of people that may include handling difficult customer service situations.

Proficient experience using computers and various software packages.

Preferred Qualifications – Experience, Education, Knowledge & Skills

Experience with database management.

Basic cash handling experience.

Basic experience with graphic design or similar software.

The Successful Candidate Will

Accurately perform duties in a high traffic office environment with frequent interruptions
Efficiently complete work while meeting varied deadlines in a timely manner
Work effectively and efficiently in close cooperation with all staff in a team-oriented environment
Demonstrate excellent communication skills
Excellent researching and problem solving skills
Follow and explain policies, and procedures
Manage difficult situations appropriately and professionally and demonstrate excellent conflict resolution skills
Consistently exercise initiative and good judgment
Prioritize and organize workload
Exhibit a strong sense of self-motivation and self-management
Adapt to changing priorities
Maintain confidentiality of records and information
Share job duties with co-workers as needed
Represent the department 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.

Will occasionally work evenings, weekends, long hours, or consecutive days during busy periods as the school schedule demands.

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.

Normal office environment.
Work for long periods of time at a computer or talking on the telephone.
Occasionally move and place items up to 30 lbs.

This position has supervisory duties?

Posting Detail Information

Number of Vacancies

Multiple Positions

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 December 2, 2024; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

Please address the qualifications in your cover letter and resume.

Questions? Contact Search Support at auxjobs@montana.edu or 406-994-6468.

EEO Statement

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

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.