Administrative Associate III

Position Information This position supports on‑site faculty and staff at Gallatin College East and Front Campuses. The job has general office duties in collaboration with the Director of Operations. Salary: $22.00 per hour, commensurate with experience, education, and qualifications. FLSA: Non‑Exempt. FTE: 0.75 - 1.0. Duties and Responsibilities Serve as first point of contact for current and prospective students, faculty, staff, guest speakers, visitors, and families – greeting, directing walk‑in traffic, answering or referring inquiries, and assisting as needed. Triage walk‑in and phone calls to route them to the appropriate person. Provide mid‑to‑high level administrative support for faculty and staff. Sends/receives/schedules FedEx, DHL, and UPS packages. Distribute mail and packages to the department and maintain mailbox signage. Maintain the department workroom – refilling copiers, cleaning, and stocking supplies. Order office supplies. Primary contact for copy machine maintenance. Assist the Student Success Team with events such as graduation. Communicate with GC East and Front campuses regarding 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 with an emphasis on customer service in a main office setting, or an equivalent combination of relevant education and/or experience. Experience organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, professional attitude. Proficiency using personal computers and software such as Word, Excel, Outlook, and electronic calendaring. Experience maintaining confidentiality of records and information. Preferred Qualifications – Experience, Education, Knowledge & Skills Experience in a “first point of contact” role such as answering phone calls and handling walk‑in traffic. Knowledge of university procedures and policies or previous experience in higher education. Experience with university systems such as Banner, SoftDocs, ChromeRiver, etc. The Successful Candidate Will Demonstrate strong written and verbal communication skills and the ability to convey detailed information, directions, and procedures. Build and sustain effective professional and courteous relationships with internal and external clients. Express a desire to work with college students and an interest in higher education institutions. Position Special Requirements/Additional Information Continuation of position is dependent upon continued funding. Physical Demands To perform this job successfully, an individual must be able to perform essential duties satisfactorily with or without reasonable accommodations. 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. Special Instructions This position is not eligible for sponsorship. Applications Screening of applications will begin on July 27, 2026; however, applications will continue to be accepted until an adequate applicant pool has been established. Required Documents Resume Cover Letter Optional Documents Supplemental Questions Required fields are indicated with an asterisk (*). #J-18808-Ljbffr