Administrative Coordinator

The Administrative Coordinator provides high level administrative and operational support to the VP Admin and Finance Office, Staff Senate, University Data and Analytics, and selected sub-units of the VPAF division.

We are looking for a motivated and organized individual who thrives in an environment where priorities change frequently and who enjoys providing exceptional customer service to a variety of people.

Salary: $24.04 per hour, commensurate with experience, education, and qualifications.

• Provide exceptional customer service and manage the office as the point person for general inquiries.
• Provide high level administrative support for several leaders and subunits within A&F, including meetings, event planning, travel arrangements and reimbursements, and preparation of Board of Regents agenda items.
• Manage the A&F Office Equipment Replacement Program, including annual replacement of office equipment and managing the dedicated program database; maintain inventory of all capital, minor and sensitive equipment.
• Serve as Building Supervisor and Emergency Coordinator for Montana Hall, serving as the single‑point of contact for communications and building access/security.
• Review and maintain existing unit websites and create new content and webpages.
• Work on special projects as assigned and serve on committees as appropriate.
• Serve as departmental liaison with Fiscal Shared Services and the University Budget Office for the Administration and Finance office and subunits/indexes (general operating, designated, plant funds, Foundation).
• Serve as account manager for Chrome River (purchasing card transactions), payments/BPA, ensuring documentation and compliance of transactions.
• Serve as coordinator of Smart
  
  BuyMSU for processing payments, placing orders, procurement, etc.
• Calculate and invoice users for building copier charges, prepare and enter X‑feed charges into Banner and reconcile index monthly.
• Collaborate with HR Service Center to process functions related to hiring and payroll issues.
• Process various types of appointments for staff, new/terminating employee forms and departmental onboarding for new employees.
• Maintain employee degree information in employee records.

• Provide coordination (meeting logistics and details) and support for Budget Council, Planning Council, and Staff Senate meetings (minutes, materials, webpages, etc.).
• Provide administrative support for the annual elections of Staff Senate members (administering surveys, running elections, onboarding newly elected officers, etc.).

• Progressively responsible administrative/office management experience, or an equivalent combination of relevant education and experience.
• Demonstrated administrative experience in an environment which required successfully supporting multiple people with numerous interruptions and/or frequent changes in priorities.
• Excellent communication skills with competence in interpreting and explaining detailed information, both verbally and in writing, to a variety of constituents.
• Competence reading and interpreting financial reports, communicating financial information to others, and keeping detailed and organized fiscal records.
• Competence using standard workplace software, especially spreadsheets, word processing, and presentation.

• Bachelor’s degree from an accredited university or college.
• Advanced proficiency in Microsoft Word and Excel, with experience formatting professional documents, creating attractive publications (e.g., newsletters, marketing materials), and/or utilizing mail merge functionality.
• Administrative experience supporting or interfacing with executive‑level personnel.
• Demonstrated experience in web maintenance content development and support.

• Establish and maintain cooperative working relationships with various constituencies, including students, administrators, co‑workers, and faculty.
• Maintain confidentiality and handle sensitive information professionally.
• Have excellent communication and interpersonal skills.
• Have…