Administrative & Finance Coordinator

Montana State University; Montana; Hybrid; USD 23,000 - 30,000; Part time

Job summary

Montana State University’s Central Agricultural Research Center (CARC) in Moccasin, MT seeks an Administrative Associate III to manage front-office operations and provide broad administrative support to the superintendent, faculty, and staff.

The role includes handling invoices, payroll-related tasks, and coordination of meetings and events, with emphasis on accurate financial handling and professional communication.

Qualifications

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

Responsibilities

• Manage the day-to-day operations of the front office of CARC.
• Provide administrative assistance to the Superintendent and direct support to faculty and staff.
• Prepare invoices, payment authorizations, deposits, and other University financial forms.
• Monitor University purchasing card transitions and reconcile funds.
• Prepare personnel forms, including recruitment authorizations, hiring paperwork, timesheets, and monitor monthly payroll process; reconcile timecards and payroll.
• Assist the Superintendent in scheduling and coordinating meetings and events.
• Assist in preparing and maintaining office manuals, handouts, and promotional materials.
• Order and stock office and janitorial supplies.

Skills

Financial management

Office administration

Communication skills

Time management

Word processing

Spreadsheet proficiency

Teamwork

Education

Two years of post-secondary education

Tools

Chrome River

SmartBuyMSU

Job description

Please see Special Instructions for more details.

This position is not eligible for sponsorship.

Position Information

Announcement Number

Announcement Number STAFF - VA - 27135

For questions regarding this position, please contact:

The Administrative Associate III performs a variety of administrative support, personnel & payroll, and accounting duties for the Central Agricultural Research Center ( CARC ), located at Moccasin, MT. This includes providing administrative assistance to the superintendent and direct support for faculty and staff at the center. The Administrative Associate III represents CARC 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 reconciles funds and monitors account balance, generates payment authorizations and reports, and assists in arranging center meetings and large-scale functions.

Position Number

Position Number 4N0300

Department

Department AES CARC

Division

Division College of Agriculture/MAES

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 0.525

Benefits Eligible

Salary Salary range of $17.820 to $22.00 hourly, commensurate with experience, education, and qualifications.

Contract Type

Contract Type Classified Hourly

If other, please specify

Recruitment Type

Recruitment Type Open

General Statement

The Central Agricultural Research Center ( CARC ) is located at Moccasin, MT, an integral part of Montana State University. CARC is one of the seven Research Centers comprising the

Department of Research Centers. Scientists at CARC conduct agricultural and microbiological field, greenhouse, and laboratory research while interacting with farmers, ranchers, agribusinesses, natural resource managers, other state and federal government personnel, and MSU Cooperative Extension Service.

Duties and Responsibilities

Under the supervision of CARC Superintendent, the Administrative Ill will perform a variety of administrative support, customer service, and fiscal management:

• Manage the day-to-day operations of the front office of CARC and act as principal phone and personal contact for CARC .
• Provide administrative assistance to Superintendent and direct support to faculty and staff, and maintain good working relations with other research centers, Extension Service offices, the Department of Research Centers, and College of Agriculture;
• Prepare invoices, payment authorizations, deposits, 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 monthly payroll process; reconcile timecards and payroll.
• Assist the Superintendent in scheduling and coordinating meetings, such as annual field days and advisory board meetings, arranging refreshments, meal and equipment needs;
• Assists in preparing and maintain appropriate office manuals, handouts, promotional materials, and other documents;
• Order and stock office and janitorial supplies, and other related duties as assigned;

Required Qualifications – Experience, Education, Knowledge & Skills

• Two years of post-secondary education plus three years of full-time (or part-time equivalent) of progressively responsible work experience;
• Demonstrated working knowledge 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, email, and internet programs;
• Demonstrated excellent verbal and written communication skills.

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Have experience and proficiency with handling financial databases and familiarity with using Chrome River for expense management.
• Have experience following the state or higher education setting purchases, procedures, and policies, including familiarity with SmartBuyMSU.

The Successful Candidate Will

• 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;
• Be able to work independently with minimal supervision and as part of a team;
• Represent Central Ag Research Center, the Department, and MSU professionally and courteously.

Position Special Requirements/Additional Information

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but is 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.

Physical Demands

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.

This position has supervisory duties?

This position has supervisory duties? No

Number of Vacancies

Number of Vacancies 1

Desired Start Date

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on October 26, 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

This position is not eligible for sponsorship.

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.

Required Documents

Resume

Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).