Civil Engineering Administrative Associate III **UPDATED**

Position Details

Position Information

Announcement Number STAFF - VA - 23429

For questions regarding this position, please contact:

Craig Woolard [email protected] 406-994-7402

Classification Title Admin Assoc III Working Title Civil Engineering Administrative Associate III UPDATED Brief Position Overview

This position has the primary responsibility of administrative support, customer service, and office management duties in support of the Civil Engineering Department. This person will serve as liaison between Department Head and administration, faculty, students, and other MSU employees.

Position Number 4M1005 Department Civil Engineering Division College of Engineering Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation FOCUS-MFPE FTE 1.0 Benefits Eligible Eligible Salary Minimum pay $22.05 per hour, commensurate with experience, education, and qualifications Contract Type Classified Hourly If other, please specify Recruitment Type Open

Position Details

General Statement

This position includes a wide variety of responsibilities including providing high-level administrative support to the Civil Engineering (CE) Department, assisting the Department Head in all facets of the job and working directly with faculty, staff, students and the general public. The individual in this position serves as the central point of contact for the CE department and is responsible for a variety of coordination and monitoring activities across the Department's programs and facilities.

Duties and Responsibilities

Under minimal supervision the person in this position performs administrative, financial, event, and office management duties for the Civil Engineering Department.

Provide mid- to high-level support for the office with administrative support for multiple staff including the Department Head, faculty, students, and other staff.

Plans and coordinates special meetings and events for the CE Department. Specific events include (but are not limited to) Advisory Board meetings, ABET visits, annual retreats, and Department events.

Maintain department calendars, course schedules, room reservations and textbook orders. Organize various meetings throughout the year.

Assist with ABET accreditation activities.

Operate as a “one-person” office and conduct all functions within the work unit with the exception of in-depth accounting duties which are performed by specialized accounting staff.

Create marketing and promotional materials; maintain web pages. Interface with diverse groups while serving as the “professional face” of the department.

Acts as the liaison and clearinghouse for the undergraduate and graduate students and departmental interactions.

Perform related duties as assigned.

Required Qualifications – Experience, Education, Knowledge & Skills

High-level 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 competence effectively interpreting and communicating detailed information, procedures, and directions clearly and accurately, in person, by telephone, and through business correspondence to a wide variety of individuals both internal and external to the organization.

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

Demonstrated experience formatting professional documents such as reports, business correspondence, spreadsheets, and brochures.

Demonstrated competence using personal computers and various software such as word processing, spreadsheets, database, presentation, email and internet. Microsoft Office software preferred.

Preferred Qualifications – Experience, Education, Knowledge & Skills

Demonstrated experience in editing and management of web pages.

Demonstrated experience in event planning to include coordination, cost projections, tracking invoices and receipts, and leading the event.

Successful experience in a “first point of contact” role in an institution of higher education (e.g., answering phone calls, handling and directing walk-in traffic, directing students, parents, and constituents to appropriate information sources).

Knowledge of university procedures and policies or previous experience working in a higher education setting.

The Successful Candidate Will

Maintain confidentiality of records and information.

Thrive in an “open door” environment, maintaining accessibility to faculty, staff, and students.

Exercise sound judgment in decision making and interpreting and applying policies and procedures.

Have excellent verbal and written communication skills; communication effectively with employees, students and the public, both in person and over the phone.

Establish and maintain effective working relations with co-workers and other departments and staff across campus.

Work independently with minimal supervision and as part of a team.

Accomplish many dissimilar tasks with numerous interruptions while maintaining a pleasant demeanor and positive approach.

Learn MSU policies, procedures, and systems for student data tracking.

Identify shortcomings within a process and implement changes to improve the quality of the product.

Independently follow through on tasks and projects to completion and work independently and effectively under minimum supervision.

Represent the Civil Engineering Department and Montana State University and its programs in a professional and courteous manner.

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.

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? Yes

Posting Detail Information

Number of Vacancies 1

Desired Start Date Upon a successful search Position End Date (if temporary) Open Date Close Date Applications will be:

Screening of applications will be on a continual basis until an adequate applicant pool has been established.

Special Instructions Diversity Statement

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.

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.

MSU's Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: https: // www. montana.edu/hr/recruitment/dualcareer.html

Applicant Documents

Required Documents

Resume

Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk ().