Administrative Coordinator

Montana State University; Bozeman (MT); Hybrid; USD 28,000 - 41,000; Full time

Benefits offered by this job

Benefits eligible

Job summary

Montana State University is seeking an Administrative Coordinator to provide high-level support to the VP Admin and Finance Office, Staff Senate, and sub-units within the division. The role emphasizes exceptional customer service, organization, and adaptability in a fast-changing environment.

The candidate will handle meetings, travel plans, reimbursements, board agenda prep, and office operations, including equipment management and website maintenance.

Qualifications

• Progressively responsible administrative/office management experience.
• Demonstrated ability to support multiple people with interruptions and changing priorities.
• Ability to interpret and communicate detailed information in writing and verbally.
• Experience reading and interpreting financial reports and maintaining fiscal records.
• Proficiency with standard workplace software, especially spreadsheets, word processing, and presentations.

Responsibilities

• Provide exceptional customer service and office management as the main contact for inquiries.
• Deliver high-level administrative support for leaders and subunits, including meetings and travel arrangements.
• Manage office equipment replacement program and related inventory databases.
• Serve as Building Supervisor and Emergency Coordinator for Montana Hall, handling access and communications.
• Develop and maintain unit websites, create new content, and update pages as needed.
• Participate in special projects and committees; liaise with shared services and budget offices.
• Oversee payments and procurement processes, ensuring documentation and compliance.

Skills

Administrative experience

Multitasking

Communication skills

Attention to detail

Time management

Education

Bachelor's degree

Tools

Microsoft Word

Excel

PowerPoint

Job description

*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

Office Management and Executive Administrative Support

• 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 SmartBuyMSU 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.

Program Coordination

• 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 (administering surveys, running elections, onboarding newly elected officers, etc).

Required Qualifications – Experience, Education, Knowledge & Skills

• 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.
• Demonstrated experience in interpreting and explaining detailed information, both verbally and in writing, to a variety of constituents.
• Demonstrated experience reading and interpreting financial reports, communicating financial information to others, and keeping detailed and organized fiscal records.
• Demonstrated experience using standard workplace software, especially spreadsheets, word processing, and presentation.

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Bachelors 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

The Successful Candidate Will

• Ability to establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Excellent communication and interpersonal skills.
• Strong organizational and time management skills.
• Attention to detail, to meeting deadlines, and to prioritizing competing demands.
• Aptitude for problem solving and facilitating the work of others.
• Good judgment and self-motivation.
• Skill at prioritizing, organizing, and working on multiple projects, including organizing, coordinating and managing events.
• Represent the Office of VP Admin and Finance, and ASC and units to others in a professional and courteous manner.

Position Special Requirements/Additional Information

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.

Physical Demands

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.

EEO Statement

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.