Administrative Associate III

Position Details

Position Information

Announcement Number STAFF - VA - 27016

For questions regarding this position, please contact:

Charly Malcom

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Classification Title Admin Assoc III

Working Title Administrative Associate III

Brief Position Overview

This position supports on-site faculty and staff at Gallatin College East and Front Campuses. This position has general office duties in collaboration with the Director of Operations.

Position Number 4N1883, Suffix 00

Department Gallatin College Academic Support

Division Gallatin College

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 0.75 - 1.0

Benefits Eligible Eligible

Salary $22.00 per hour, commensurate with experience, education, and qualifications

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

Position Details

General Statement

Gallatin College Montana State University is the two-year college for southwest Montana. Gallatin College maintains instructional space at several locations in Bozeman; successful management of these facilities is vital to the success of the college. This position will be located at Hamilton Hall on MSU’s main campus. All responsibilities are carried out in compliance with state law, federal law, and college policy and procedure.

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.

• Triages walk-in’s and phone calls to get them to the right person

• Providing mid- to high-level administrative support for faculty and staff.

• Sends/receives/schedules FedEx, DHL , and UPS packages

• Distributes mail/packages to department and maintains mailbox signage.

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

• Orders office supplies.

• Primary contact for copy machine maintenance

• Assist Student Success Team with events as needed i.e. graduation

• Communicates with GC East and Front campuses on needs

• Smart Buy ordering for general office and educational supplies for Hamilton Hall, faculty and staff on main campus and coordinated ordering with GC East and GC Front campuses.

Required Qualifications – Experience, Education, Knowledge & Skills

• Demonstrated experience in 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.

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

• Demonstrated experience using personal computers and various software such as word processing (Word), spreadsheets (Excel), email (Outlook) and electronic calendaring.

• Demonstrated experience with maintaining confidentiality of records and information

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 variety of constituents to appropriate information sources).

• Demonstrated knowledge of university procedures and policies or previous experience working in a higher education setting.

• Demonstrated experience with the university systems such as Banner, SoftDocs, ChromeRiver, etc.

The Successful Candidate Will

• Strong written and verbal communication skills and competence in communicating detailed information, directions, and procedures to a variety of contacts.

• Experience building and sustaining effective professional and courteous interpersonal relationships with internal and external clientele.

• A desire to work with college students and an interest in institutions of higher education.

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.

Continuation of position is dependent upon continued funding

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 At the conclusion of a successful search

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on July 27, 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

This position is not eligible for sponsorship.

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.