Administrative Associate

General Statement Provide mid- to high-level support for Graduate Studies and the Arts and Sciences unit by providing administrative support for multiple staff members, overseeing all or part of a budget including reconciling finances, preparing reports, following up on unusual information requests, arranging functions with complex or unusual details, conducting research, and acting as office manager. May operate as a “one person” office and conduct all functions within that work unit. Duties and Responsibilities Provide administrative and clerical support to the Dean, Chair(s), Faculty, and/or Staff including greeting and directing visitors, developing and implementing office policies and procedures, assembling reports, processing travel requests, and other office business. Manage budgets, purchases, and expenses and reconcile monthly statements for budget indices for Graduate Studies and Arts and Sciences programs; maintain current balances of budget indices and expenditures; authorize payment of invoices and expenditures by the Business Office; gather and prepare fiscal information; prepare budget projections. Serve as the college liaison for Graduate Studies from admission through degree completion; assist with applications and acceptance processes for graduate programs. Design, employ, and maintain a system for graduate student correspondence, records, and oversight. Collect and analyze Graduate Studies data for program review and accreditation purposes. Manage events and meetings to include, but not limited to, coordinating times and locations; booking reservations, making facilities and/or food arrangements; preparing agendas; taking minutes for the Graduate Council and other meetings; and preparing and distributing minutes. Submit Adjunct Faculty timecards. Sort mail and direct package delivery to designated location. Other duties as assigned. Required Qualifications High school diploma or GED/HiSET and four years of relevant experience, or an equivalent combination of education and support experience. Excellent organizational, planning, and time management skills. Experience working with diverse populations. Excellent verbal and written communication skills. Ability to compose, proofread and edit correspondence. Experience effectively and discretely handling confidential materials. Preferred Qualifications Bachelor’s degree from an accredited college or university. Experience working in higher education. Knowledge of word processing/software programs. Knowledge of financial and general record keeping. Experience with social media. Successful Candidate Will Have knowledge of office and University procedures and public relations. Be able to plan and complete stated objectives and meet deadlines. Be able to establish priorities, delegate, and work effectively with all levels of employees, from clerical to professional. Be able to make decisions independently in accordance with laws, regulations, and university policies. Be able to work with frequent interruptions. Be able to adapt to changing office situations. Physical Demands Extended periods of sitting and repetitive movements. Ability to lift with appropriate assistance up to 50 pounds. Equal Opportunity Statement Montana State University-Northern (MSUN) is an equal opportunity employer. MSUN 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, MSUN 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. #J-18808-Ljbffr Montana State University North