Administrative Associate IV

Position Details

Announcement Number: STAFF - VA - 26277

Contact:
Cheryl McDonald, cheryl.mcdonald, 406‑994‑5629

Under the general direction of the Facilities Services Administrative Manager, this Administrative Associate IV position supports staffing functions across Facilities Management (Planning, Design & Construction, Engineering & Utilities, Central Operations, and Safety & Risk Management). The primary role is to lead recruitment efforts for Facilities Management, serving as a liaison between Facilities Management and University Human Resources. This position requires discretion, judgment, and the ability to resolve day‑to‑day problems in accordance with departmental guidelines and university policies.

• Serve as the first point of contact for hiring and initial payroll processes.
• Act as liaison with the Human Resources Service Center and communicate with HR Business Partner as appropriate; may serve as Search Manager for searches and coordinate recruitment and selection through the Applicant Tracking System.
• Coordinate the recruitment and selection process for Facilities Management, developing a comprehensive recruitment strategy for each position.
• Coordinate the onboarding process for new employees.
• Develop, implement, and maintain tracking systems for recruitment‑related data; determine metrics and provide reports annually or as needed.
• Provide guidance to Facilities Management Directors, supervisors, managers, and staff regarding departmental and University policies and procedures.
• Organize and coordinate pay application processes and other fiscal duties as assigned.
• Manage data relevant to the role.
• Perform other duties as assigned.

• Progressively responsible administrative work experience with emphasis on customer service in a main office setting or equivalent combination of education and experience.
• Competence using personal computers and software.
• Aptitude for organizing and prioritizing workloads, meeting deadlines, and managing multiple priorities while maintaining a friendly and professional demeanor.
• Ability to interpret and apply a variety of guidelines and regulations.
• Successful experience in a first point of contact role.
• Experience working with database systems and producing reports.

• Effective communication and excellent customer service skills for a diverse group of internal and external constituents.
• Specific experience with Microsoft Suite, Outlook, and calendaring applications.
• Knowledge of MSU procedures and policies or prior experience in higher education.

• Establish and maintain cooperative relationships with students, administrators, co‑workers, and faculty.
• Maintain confidentiality and handle sensitive information professionally.
• Utilize excellent communication and interpersonal skills.
• Possess strong organizational and time‑management skills.
• Maintain attention to detail, meet deadlines, and prioritize competing demands.
• Demonstrate aptitude for problem‑solving and facilitating work of others.
• Utilize good judgment and self‑motivation.
• Effectively prioritize, organize, and work on multiple projects.

Hiring is conditional upon successful completion of a pre‑employment background check in accordance with MSU policy.

This job description provides a general overview and is not exhaustive. MSU reserves the right to reassign duties at any time.

Ability to lift and move packages and boxes of office supplies, up to 20 pounds, with or without accommodation.

Must be able to perform each essential duty satisfactorily with or without reasonable accommodation.

Number of Vacancies : 1 Desired

Start Date:

N/A Position End Date (if temporary): N/A Open Date: N/A Close Date: N/A

Screening of applications will begin on February 23, 2026
; applications will be accepted until an adequate applicant pool is established.

Montana State University is an equal opportunity employer and does not discriminate based on 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 compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information in the demographics section of your profile.

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