Job Information
Montana State University-Northern Administrative Associate III (COTS) in Havre, Montana
Administrative Associate III (COTS)
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Position Details
Position Information
NBAPOSN Title Admin Assoc III
Working Title Administrative Associate III (COTS)
Brief Position Overview
Under minimal supervision, the individual in this position performs administrative management, organizational, and technical support to the Dean, College and Campus acting as a principal liaison for the Dean and as a key resource and detail person for the College.
The benefits package includes paid employee health insurance, retirement plans, paid vacation and sick leave, one floating holiday, 12 paid holidays, and Montana University System tuition waivers.https://www.msun.edu/hr/benefits.aspx (https://www.msun.edu/hr/benefits-ce.aspx)
MSUN will only consider applicants who are authorized to work in the US and MSUN will not sponsor applicants for work visas.
Position Number
Department Office of the Dean (COTS)
Division College of Technical Sciences
Appointment Type Classified
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA Non-Exempt
Union Affiliation AFSCME
FTE 1.0
Benefits Eligible Yes
Compensation Annual
Salary $16.04-19.675 per hour
Contract Type Classified Hourly
If other, please specify
Recruitment Type Open
Position Details
General Statement
Under minimal supervision, the individual in this position performs administrative management, organizational, and technical support to the Dean, College and Campus acting as a principal liaison for the Dean and as a key resource and detail person for the College. Responsibilities range from routine to diverse, requiring initiative, exceptional organizational and multitasking abilities, interpretation and clarification of data, public relations skills, searching for additional information and prioritizing tasks, summarizing and drawing conclusions.
The position provides mid- to high-level support for the COTS by providing administrative support for multiple faculty and 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, and conducting research. May operate as a “one-person” office and conduct all functions within the work unit.
This position is the first point of contact with several stakeholders, e.g., students, faculty, administration, community members. Therefore, the person holding this position must have excellent customer relations skills and maintain a professional (and friendly) demeanor at all times.
Duties and Responsibilities
Budget and Fiscal Processes:
Analyze, maintain, reconcile, produce projections and reports on all aspects of COTS budget and fiscal processes record keeping to ensure compliance with all established policies/procedures to provide administration, COTS Dean, and faculty (when appropriate) with accurate, timely analysis and reporting of all accounts
Identify cost saving measures that could be implemented
Establish priorities for current/future expenditures
Offer recommendations and analysis to assist in the decision-making mechanism of budget and fiscal management
Work closely with the Business Services office, MSU Production INF Service/Banner, SmartBuy procurement system and Chrome River system
Class Scheduling:
Analyze, maintain, reconcile, produce projections and reports on all aspects of COTS semester class schedule and provide record keeping to ensure compliance with all established policies/procedures to provide administration, COTS Dean, faculty, and students with accurate, timely analysis
Identify more efficient scheduling options that could be implemented, relay options to the COTS Chair and Dean
Identify course and room schedule conflicts, report conflicts to the COTS Dean and COTS Chair
Offer recommendations and analysis to assist in the decision-making mechanism of class scheduling processes
Complete and maintain all faculty, staff, and classroom door schedules. Print schedules and place in all physical door schedule holders.
College Administrative:
- Under minimal supervision, manages major college administrative tasks
including (but not limited to):
a. Serve as liaison and key resource person between Dean and all
stakeholders (administration, faculty, staff, students, and the public)
b. Researches and gathers information, prepares reports and projections;
assists and coordinates other office personnel (as needed)
c. Maintains Dean’s electronic calendar; including meetings, faculty and staff
leave, (personal leave, sick leave, vacation time, conferences, etc.),
monitoring dealines for reports, meetings, etc.
d. Assists Dean with bi-weekly timesheet approval ( COTS faculty & staff)
e. Observe local, state and Federal requirements (e.g. FERPA )
f. Maintains a stock of necessary office supplies, e.g., printer/copier paper,
pens, dry erase markers, etc.
g. Maintains COTS W-Drive. Keeps all folders up-to-date. Ensures no files
violate FEPRA and staff confidentiality
h. Post “Out-of-office” signage on faculty office doors and classrooms
i. Record meeting minutes (e.g., Program Advisory Board meetings, COTS
College meetings), post minutes to appropriate folders in the COTS W-Drive
j. Co-ordinates program Advisory Board meetings, in consultation with the
COTS Dean and program faculty
k. Maintains a well-organized office area
l. Maintains professional clothing attire
Assist with Office Employees/Student Workers (As needed):
Provide and monitor training and work procedures
After consultation with COTS Dean, assign priorities by assessing demands
and nature of projects to be done, projects already scheduled, and
emergency requests
Familiarize employees with office and university policies and procedures
Review and verifies time sheets
Monitoring and correct work as needed; provide constructive feedback on overall performance;
Work cooperatively with employees/students to perform routine office duties and paperwork
List any secondary duties assigned to this position:
Use office equipment, demonstrate best office practices and procedures
Serves on campus committees as needed (e.g., search committees, Events Planning committee), with permission of the COTS Dean
Represent MSU -Northern in a professional manner
Required Qualifications – Experience, Education, Knowledge & Skills
Associate Degree or equivalent work experience, or a combination of both
Demonstrated computer skills, including proficiency in MS Office Suite
Demonstrated ability to provide administrative and clerical support
Demonstrated ability to communicate effectively, including )but not limited to)
professional emails
professional letters and/or memos
professional & courteous telephone manner
professional & courteous face-to-face communication
Preferred Qualifications – Experience, Education, Knowledge & Skills
Demonstrated experience working in higher education
Demonstrated experience working with Banner or other information management systems
Demonstrated understanding of Roberts Rules of Order for business meetings and meeting minutes
Demonstrated experience with Banner, MUS SmartBuy procurement system, Chrome River
Demonstrated knowledge of COTS degrees/programs and departments
The Successful Candidate Will
Special Requirements
Physical Demands
Typical Office Environment
Long periods of sitting and working on a computer
This position has supervisory duties? No
Posting Detail Information
Announcement Number STAFF - VA - 2500006P
Number of Vacancies 1
Desired Start Date Immediate
Position End Date (if temporary)
Open Date
Close Date
Until an adequate pool is established No
Special Instructions Summary
Quick Link for Internal Postings https://jobs.msun.edu/postings/2479
Diversity Statement
Nondiscrimination Statement and Title IX Coordinator Notice Policy Statement
Montana State University-Northern ( MSUN ) commits to a learning and working environment that emphasizes the dignity and worth of every member of its community that is free from unlawful discrimination and harassment based upon race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran status, sex, gender, age, political ideas, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation (taken together, generally, “protected-class harm”). An inclusive environment is necessary for a healthy and productive University community.
Consistent with MSUN’s commitment, and with all applicable law, the University prohibits unlawful discrimination or harassment, including sexual misconduct prohibited by Title IX of the Education Amendments of 1972, and will take appropriate action to prevent, resolve, and remediate the effects of protected-class harm.
The Discrimination, Harassment, and Retaliation Policy defines and prohibits protected-class misconduct, and the Discrimination Grievance Procedures set forth the University’s processes for addressing and resolving such reports. The Policy and Procedures apply to all University programs and activities, including, but not limited to, admissions, athletics, instruction, grading, University housing, and University employment. In addition, the law prohibits retaliation against an individual for opposing any practices prohibited by this Policy, for bringing or responding to a complaint of discrimination or harassment, for assisting someone with such a complaint, for attempting to stop such discrimination or harassment, or for participating in resolution of a complaint of discrimination or harassment.
Inquiries about the application of Title IX at the University and reports about all forms of protected-class discrimination and harassment should be made to the Director of Human Resources/ Title IX Coordinator:
Human Resources /Title IX
Montana State University-Northern
PO Box 7751
Havre MT 59501
Director of Human Resources/ Title IX Coordinator
Location:
208 Cowan Hall
Tel: (406) 265.3568
E-mail: titleixcoordinator@msun.edu or hr@msun.edu
Please note that reports can be made at any time, including during non-business hours, by using the email address or listed telephone number (and leaving a private message).
Title IX Coordinator
The Title IX Coordinator is responsible for coordinating the University’s compliance with federal and state discrimination and harassment laws, including Title IX. The Title IX Coordinator oversees compliance with the University’s Discrimination and Grievance Policy. Specifically, the Title IX Coordinator:
Coordinates educational programs and trainings regarding discrimination and harassment prevention for students and employees;
Responds to and seeks to resolve reports of discrimination and harassment following the Procedures;
Provides information about and, if requested, assists with criminal reporting;
Provides information about resources for obtaining advocacy, healthcare, and counseling services; and
Coordinates supportive and protective measures for members of the MSUN community.
A full copy of the University’s Discrimination, Harassment, and Retaliation Policy and the accompanying Discrimination Grievance Procedures are available on the Human Resources and Title IX website. More information about reporting options, resources, and other information about sexual harassment, including sexual assault, is located at the Human Resources and Title IX website: https://www.msun.edu/hr/titleix/index.aspx
This notice is disseminated annually to students and employees at the Montana State University-Northern.
For further information regarding Title IX and non-discrimination, visit http://www.ed.gov/ocr or contact:
U.S. Department of Education
915 Second Avenue, Room 3310
Seattle, WA 98174-1099
Telephone: (206) 607-1600
Facsimile: (206) 607-1601
Email: OCR .Seattle@ed.gov
https://www2.ed.gov/about/offices/list/ocr/know.html?src=ft
Montana State University -Northern makes reasonable accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. In compliance with the Montana Veteran’s Employment Preference Act, MSU -Northern provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference or request accommodation, contact the Office of Human Resources, PO Box 7751, Montana State University-Northern, Havre, MT 59501; 406-265-3568; http://www.msun.edu/hr/forms/EmployPref.pdf
Applicant Documents
Required Documents
Resume
Cover Letter
List of References
Optional Documents
Posting Specific Questions
Required fields are indicated with an asterisk (*).
Note to the applicant: In your cover letter, please address the required and preferred qualifications listed in the notice of vacancy for this job and how you meet each one.
(Open Ended Question)
- Please submit the Background Authorization Form which can be found here: http://www.msun.edu/hr/forms/Authorization_for_Background_Investigation-MSU-Northern.pdf Copy and paste this address into your browser's address bar to access this form. You may email it to hr@msun.edu or fax it to (406) 265-3530. You may also drop it off in Cowan Hall room 208. Please type YES in the answer box below (found in online application) showing you understand this additional requirement. (Open Ended Question)
(Open Ended Question)