Contract Associate

Montana State University - Office of Student Engagement

Bozeman (MT)

On-site

USD 28,000 - 41,000

Full time

4 days ago

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Job summary

Montana State University - Office of Student Engagement is seeking a Contract Associate to administer contract lifecycle processes, maintain records, and provide professional customer service across MSU campuses. The role supports amendments, renewals, and routine procurement documents while staying current on regulations.

You will assist departments with questions about MSU, state, and federal rules, and help train staff in procurement practices and document management.

Qualifications

Demonstrated experience interpreting and applying organizational or institutional policies, regulations, and records requirements; processing related transactions accurately; and exercising sound judgment when resolving routine compliance and documentation issues.
Demonstrated skill in using personal computers and proficiency using Microsoft Office (Word, Excel, Access and Outlook) or similar. (Please list software used and types of documents produced).
Demonstrated competence, with minimal supervision, organizing and prioritizing multiple workloads, meeting deadlines and exercising adaptability to changing priorities.
Demonstrated skill in presenting an excellent customer service attitude and maintaining composure even under stress.

Responsibilities

Maintain contract files and related procurement records within Procurement & Contract Services in accordance with records retention schedules, policies, and applicable regulations.
Manages the amendment and renewal process for University contracts
Track assigned contract actions and deadlines, following up with relevant parties as necessary for expedience and accuracy
Maintain electronic contract records, ensuring completeness and compliance with records management standards.
Support responses to public records and information requests by locating, compiling and providing responsive records for review in coordination with University stakeholders.
Draft procurement and non-routine contract-related documents under the guidance of appropriate Procurement & Contract Services team members.
Review and maintain supplier insurance documentation in SmartBuyMSU, following up with suppliers as necessary
Provide customer service by monitoring and referring departmental communications
Assist with training and guidance related to procurement processes, contract administration, and document management procedures, as well as maintaining Office Procedures Manual
Remain current on procurement regulations, contract administration practices, records management standards, and relevant software systems
Assist departments with routine questions about applicable MSU, state, and federal laws, rules, policies, and procedures

Skills

Policy interpretation

MS Office

Time management

Customer service

Education

Post-secondary education in business/related field

Tools

Jaggaer

Banner Finance

Job description

Position Details

Position Information

Announcement Number STAFF - VA - 27153 For questions regarding this position, please contact:

Cheri Toeniskoetter
406-994-3212
cheri.toeniskoetter@montana.edu

Classification Title Admin Assoc IV Working Title Contract Associate Brief Position Overview

The Procurement & Contract Services team is seeking a customer service-oriented professional to administer established contract lifecycle processes, records management, document control, and public records support. This position drafts and administers contract amendments and renewals and basic contracts, maintains contract documentation, monitors time-sensitive requirements, and provides contract administration and records support to departments across all four Montana State University campuses.

Position Number 4M1177 Department Procurement Services Division University Business Services - Financial Services Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation FOCUS-MFPE FTE 1.0 Benefits Eligible Eligible Salary $25.04 per hour, commensurate with experience, education, and qualifications Contract Type Classified Salary If other, please specify Recruitment Type Open

General Statement

Procurement & Contract Services provides professional purchasing and contracting services for the instructional, research, and administrative activities of all four Montana State University campuses. The Contract Associate supports the team’s service delivery by responding to departmental inquiries, coordinating assigned work, and providing consistent, professional customer service.

Duties and Responsibilities

Maintain contract files and related procurement records within Procurement & Contract Services in accordance with records retention schedules, policies, and applicable regulations.
Manages the amendment and renewal process for University contracts
Track assigned contract actions and deadlines, following up with relevant parties as necessary for expedience and accuracy
Maintain electronic contract records, ensuring completeness and compliance with records management standards.
Support responses to public records and information requests by locating, compiling and providing responsive records for review in coordination with University stakeholders.
Draft procurement and non-routine contract-related documents under the guidance of appropriate Procurement & Contract Services team members.
Review and maintain supplier insurance documentation in SmartBuyMSU, following up with suppliers as necessary
Provide customer service by monitoring and referring departmental communications
Assist with training and guidance related to procurement processes, contract administration, and document management procedures, as well as maintaining Office Procedures Manual
Remain current on procurement regulations, contract administration practices, records management standards, and relevant software systems
Assist departments with routine questions about applicable MSU, state, and federal laws, rules, policies, and procedures

Required Qualifications – Experience, Education, Knowledge & Skills

Demonstrated experience interpreting and applying organizational or institutional policies, regulations, and records requirements; processing related transactions accurately; and exercising sound judgment when resolving routine compliance and documentation issues.
Demonstrated skill in using personal computers and proficiency using Microsoft Office (Word, Excel, Access and Outlook) or similar. (Please list software used and types of documents produced).
Demonstrated competence, with minimal supervision, organizing and prioritizing multiple workloads, meeting deadlines and exercising adaptability to changing priorities.
Demonstrated skill in presenting an excellent customer service attitude and maintaining composure even under stress.

Preferred Qualifications – Experience, Education, Knowledge & Skills

Two years of post-secondary education in Business Administration, Management, Public Administration or Accounting or related field plus at least three years full time (or part-time equivalent) mid-level administrative/accounting related experience with emphasis on purchasing and/or contracting including document preparation, maintaining detailed electronic database records and filing systems, and working with the public or an equivalent combination of education and experience.
Recent experience and knowledge of State of Montana procurement procedures and regulations.
Demonstrated working knowledge of Banner Finance.
Knowledge of and ability to apply MSU business practices and procedures.
Experience with Jaggaer e-procurement system.
Demonstrated experience providing training for large and small groups.

The Successful Candidate Will

The Successful Candidate Will Also Have The Ability To

Use excellent interpersonal, written and verbal communication skills.
Utilize discretion and sound decision making to come to independent decisions in line with established policies and procedures, while knowing when to seek advice of supervisor
Establish and maintain effective working relationships with co-workers, state agencies, and suppliers
Represent the University Financial Services Procurement & Contract Services and its programs to others in a professional and courteous manner.

Position Special Requirements/Additional Information

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.

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 in this description are representative of the knowledge, skill, and/or ability required.

This position has supervisory duties? No

Posting Detail Information

Number Of Vacancies 1 Desired Start Date At The Conclusion Of a Successful Search Position End Date (if Temporary) Open Date Close Date Applications Will Be Screening of applications will begin on November 16, 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.

Applicant Documents

Required Documents