EARC Administrative Associate III

Position Overview

The Administrative Associate III performs a variety of administrative support, personnel, payroll, and accounting duties for the Eastern Agricultural Research Center (EARC) located at Sidney, MT. This includes providing administrative assistance to the superintendent and direct support to faculty and staff at the center. The Administrative Associate III represents the EARC and its interests to entities outside and within the university and plays an active role in the planning and administering day‑to‑day operations of the front office.

The person in this position also reconciles funds and monitors account balances, generates payment authorizations and reports, and arranges center meetings and large‑scale functions.

• Manage the day‑to‑day operations of the front office, schedule and maintain calendars for EARC staff, and act as principal phone and personal contact for EARC.
• Provide administrative assistance to the superintendent and direct support to faculty and staff, maintaining good working relations with other research centers, Extension offices, the Department of Research Centers, and the College of Agriculture.
• Prepare invoices, payment authorizations, deposits, travel expense vouchers, and other university financial forms.
• Monitor university purchasing card transitions, reconcile and monitor the balance of various university and grant funds.
• Prepare personnel forms, including recruitment authorizations, hiring paperwork, timesheets, and monitor the monthly payroll process.
• Assist the superintendent in scheduling and coordinating meetings such as annual field days and advisory board meetings, including document preparation, refreshments, meals, equipment needs, and recording of minutes.
• Prepare and maintain appropriate office manuals, handouts, promotional materials, and other documents.
• Compile weather data and assist in publishing EARC annual research reports.
• Order and stock office and janitorial supplies, and other related duties as assigned.

• Two years of post‑secondary education plus three years of full‑time (or part‑time equivalent) progressively responsible administrative support experience.
• Demonstrated working knowledge of accounting and budgeting principles in managing, monitoring, and reconciling financial records.
• Demonstrated competence in organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
• Demonstrated experience in word processing, spreadsheets, database, email, and internet programs.
• Demonstrated excellent verbal and written communication skills.

• Demonstrated experience and proficiency with handling financial databases.
• Demonstrated experience following state or higher‑education purchasing procedures and policies.

• Maintain the confidentiality of records and information.
• Communicate effectively with employees, students, and the public, both in person and over the phone.
• Establish and maintain effective working relations with co‑workers and the public.
• Work independently with minimal supervision and as part of a team.
• Represent the Eastern Ag Research Center, the Department, and MSU professionally and courteously.

Range: $17.820 to $22.275 per hour, commensurate with experience, education, and qualifications.

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of 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 violation of any applicable law. 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.