Administrative Associate III

General Statement

The School of Architecture empowers students to engage the complexities of social and ecological systems through creative, collaborative and ethical design of the built environment.

We instill personal agency, self-reflection and environmental empathy to educate innovators who challenge and advance the design professions.

Montana State University values a broad array of experiences and perspectives and is committed to continually supporting, promoting, and building an inclusive and culturally rich campus environment.

Members of groups traditionally underrepresented in this field are encouraged to apply. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.

Duties and Responsibilities Office Operations / Administrative Support

• Serves as first and primary point of contact for individuals seeking assistance from the School of Architecture.
• Tracks information and interprets data to determine the best methods and procedures to conduct business.
• Provides high-level administrative support to the school director and faculty.
• Serves as the telephone coordinator, maintains school contact information, facilitates phone / office assignments and serves as point person for the school’s evacuation plan.
• Orders office supplies and equipment maintenance.
• Coordinates daily staffing of the front office.
• Assists in insuring compliance with school, college, university, state and / or federal policies, procedures, and / or guidelines.
• Assists in the design, creation, and maintenance of school newsletters, and brochures.

Professional Organization Support

• Serves as the American Institute of Architects Montana contact, including communications and overseeing continuing education credits associated with MSU.
• Provides support for the Design Communication Association conference hosted by the School of Architecture.
• Develops and delivers School of Architecture lecture announcements, including to the advisory council, MT Archive, students, faculty and the MSU Calendar.

Event Planning

• Plans and coordinates special meetings and events for the School of Architecture. Specific events include (but are not limited to) Advisory Council meetings, NAAB Accreditation visits, annual retreats, and the lecture series.
• Performs cost projections for events and tracks associated invoices and receipts.

School Coordination and Administration

• General website maintenance.
• Update and maintain social media accounts.
• Administer meeting room scheduling.

Required Qualifications Experience, Education, Knowledge & Skills

• Progressively responsible administrative work experience with an emphasis on customer service in a main office setting or an equivalent combination of relevant education and / or experience.
• Demonstrated experience effectively interpreting and communicating detailed information, procedures, and directions clearly and accurately, in person, by telephone, and through business correspondence to a wide variety of individuals both internal and external to the organization.
• Demonstrated experience organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
• Demonstrated experience designing, writing, editing and formatting professional documents such as reports, business correspondence, spreadsheets, and brochures.
• Demonstrated experience using personal computers and various software such as word processing, spreadsheets, database, presentation, email and internet.

Microsoft Office software preferred.

Preferred Qualifications Experience, Education, Knowledge & Skills

• Experience in event planning to include coordination, cost projections, tracking invoices and receipts, and leading the event.
• Successful experience in a first point of contact role (., answering phone calls, handling and directing walk-in traffic, directing a diverse group constituents to appropriate information sources).
• Experience in editing and management of web pages.

The Successful Candidate Will

• Maintain confidentiality of records and information
• Thrive in an open door environment, maintaining accessibility to faculty, staff, and students.
• Demonstrated ability to exercise sound judgment in decision making and interpreting and applying policies and procedures.
• Demonstrated excellent verbal and written communication skills; 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 other departments and staff across campus;
• Work independently with minimal supervision and as part of a team;
• Accomplish many dissimilar tasks in a high demanding environment, with numerous interruptions, while maintaining a pleasant demeanor and positive attitude;
• Ability to learn MSU policies, procedures, and systems for accounting and student data tracking;
• Ability to identify shortcomings within a process and implement changes to improve the quality of the product;
• Demonstrated self motivation and ability to independently follow through on tasks and projects to completion and work independently and effectively under minimum supervision;
• Represent the Electrical & Computer Engineering Department and Montana State University and its programs 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 above are representative of the knowledge, skill, and / or ability required. This position has supervisory duties? No