Academy Administrative Professional

Position Overview
This position supports on‑site faculty and staff at Gallatin College East and Front Campuses. It collaborates with the Director of Operations and is based at Hamilton Hall on the MSU main campus.

Classification: Administrative Associate III

FTE: 0.75-1.0

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

Contact
Charlynn Malcom
View phone number on click.appcast.io
View email address on click.appcast.io

Duties and Responsibilities

Serve as first point of contact for students, faculty, staff, visitors, and prospective families; greet and direct walk‑in traffic, answer phones, respond to email.

Triage walk‑ins and phone calls to connect them with the appropriate person.

Provide mid‑ to high‑level administrative support for faculty and staff.

Sends, receives, and schedules FedEx, DHL, and UPS packages.

Distribute mail/packages to departments and maintain mailbox signage.

Maintain the department workroom: refill copiers, keep the room clean, and stock 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 GC Front campuses to coordinate needs.

Order general office and educational supplies via Smart Buy for Hamilton Hall, campus faculty and staff, and coordinate ordering with GC East and GC Front campuses.

Required Qualifications

Progressively responsible administrative experience focused on customer service in a main‑office setting, or equivalent education and/or experience.

Ability to organize and prioritize multiple tasks, meet deadlines, and adapt to changing priorities while maintaining a professional, positive attitude.

Proficiency with personal computers and common software (Word, Excel, Outlook, electronic calendaring).

Experience maintaining confidentiality of records and information.

Preferred Qualifications

Experience in a “first point of contact” role (e.g., answering calls, handling walk‑in traffic, directing contacts).

Knowledge of university procedures and policies or prior experience in higher‑education settings.

Familiarity with university systems such as Banner, SoftDocs, ChromeRiver, etc.

The Successful Candidate Will

Demonstrate strong written and verbal communication skills, conveying detailed information, directions, and procedures clearly.

Build and sustain effective, courteous professional relationships with internal and external clients.

Have a desire to work with college students and an interest in higher‑education institutions.

Physical Demands
To perform this job, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations.

Employment Details
Classification: Classified Contract
Term: Academic Year Semester
Recruitment Type: Open
Position ends when funding is no longer available.

Application
Applications will be accepted until an adequate applicant pool has been established. Screening begins on July 27 , 2026.

EEO Statement
Montana State University is an equal‑opportunity employer. The university does not discriminate on the basis of race, color, religion, creed, political affiliation, sex, sexual orientation, gender identity or expression, age, marital status, national origin, disability, or any other protected class. MSU provides preference to veterans, disabled veterans, and certain eligible relatives of veterans in accordance with applicable law.

Required Documents

Resume

Cover Letter

#J-18808-Ljbffr Montana State University