Administrative Coordinator

* This position is not eligible for sponsorship.*

Position Information

Announcement Number

Announcement Number STAFF - VA - 27114

For questions regarding this position, please contact:

The Administrative Coordinator provides high level administrative and operational support to the VP Admin and Finance Office, Staff Senate, and selected sub-units of VPAF division. If you enjoy providing exceptional customer service to a variety of people, are motivated and organized, and thrive in an environment where priorities change frequently, we want to hear from you!

Position Number

Position Number 4M1019

Department

Department VP Administration

Division

Division Administration

Appointment Type

Appointment Type Classified

Contract Term

Contract Term Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA

FLSA Non-Exempt

Union Affiliation

Union Affiliation FOCUS-MFPE

FTE

FTE 1.0

Benefits Eligible

Salary Starting $25.04 per hour, commensurate with experience, education, and qualifications

Contract Type

If other, please specify

Recruitment Type

Recruitment Type Open

General Statement

The Administration and Finance Division is committed to provide support services for Montana State University through leadership, management and stewardship of fiscal, human and physical resources to advance MSU’s capacity to support excellence in teaching, learning, and outreach, with a focus on quality, access, and innovation.
This role requires exceptional multitasking abilities, strong communication skills, and a keen attention to detail to ensure smooth operations and effective time management for the various areas this position supports.

Duties and Responsibilities

• Provide exceptional customer service and management of the office in a knowledgeable and professional manner as the point person for general inquiries.
• Provide high level administrative support for several leaders and subunits within A&F (meetings, event planning, travel plans and reimbursements, preparation of Board of Regents ( BOR ) agenda items, etc).
• Manage the A&F Office Equipment Replacement Program for the 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.
• Webpage Development and Maintenance: 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 University Budget Office for 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 , ensure 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 on-boarding for new employees.
• Management of 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 annual elections of Staff Senate members…