Montana State University - Office of Student Engagement
Administrative Associate III
Montana State University - Office of Student Engagement, Bozeman, Montana, us, 59772
Posted 4 days ago – apply now to be among the first 25 applicants.
Administrative Associate III – Western Transportation Institute Contact:
Kate Koller, Business Manager, 406-994-4881, kate.koller@montana.edu
Position Overview We are seeking a highly organized and proactive Administrative Associate to support the Western Transportation Institute (WTI) and the Local Technical Assistance Program (LTAP). This role serves as the first point of contact for WTI, manages communications, coordinates record retention, and assists with financial systems like Chrome River. The position also provides administrative support to two in‑office Directors. The ideal candidate will be detail‑oriented, adaptable, and capable of managing multiple priorities while ensuring smooth day‑to‑day operations across departments.
Position Details Position Number: 4N0671. Department: Western Transportation Institute. Division: College of Engineering. Appointment Type: Classified Contract Term Fiscal Year Semester. FLSA: Non‑Exempt. Union Affiliation: FOCUS‑MFPE. FTE: 0.5 – 0.75. Salary: $21.00 per hour, commensurate with experience, education, and qualifications. Contract Type: Classified Hourly. Recruitment Type: Open.
General Statement WTI is a research department at Montana State University where we partner with faculty, other universities, transportation agencies and private sector partners. We fulfill our charge of advancing the field of rural transportation and developing the next generation of professionals by conducting cutting‑edge, multidisciplinary research and outreach. As stewards and champions of rural America, we have a strong interest in research and projects related to sustainability, such as using recycled materials for roadways, providing rural public transportation options and cost‑effective solutions wildlife vehicle collision reduction.
Duties and Responsibilities
Serve as the first point of contact for WTI and LTAP by managing phone and email correspondence.
Assist with Chrome River with reports; serving as the proxy backup for all WTI PIs and core staff.
Coordinate the records retention process for all grants.
Assist with capital equipment management and insurance protocols.
Assist the Director of WTI and the Director of LTAP with:
Travel arrangements
Chrome River
Ordering
Procurement
Creating invoices
Day‑to‑day support of both directors
Deposit checks for LTAP.
Manage opening and closing of weekly grant meetings:
Scheduling
Collecting information for the meetings (opening and closing grants for the week)
Taking minutes and emailing action items
Coordinate SmartBuy purchasing for:
Support staff
Directors
Rural Safety Center
Office management:
Board Room and Classroom calendar management
Board Room and Classroom management
Open procedures for grants:
Forwarding information to communications team
Adding information to team project list
Requesting project data folder
Adding to weekly grant management agenda
Adding grant numbers to timesheet system
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 organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
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
Demonstrated experience using a database or accounting software program to track basic financial records or other data with demonstrated basic accounting skills and competence maintaining records.
Knowledge of MSU Policies and Procedures or previous experience working in a higher education setting.
The Successful Candidate Will
Have the desire to increase in knowledge, acquire new skills and take on new projects and challenges.
Demonstrate excellent written and verbal communication skills.
Ability to exercise initiative and good judgment.
Ability to maintain confidentiality of records and information.
Ability to work independently with minimal supervision and as part of a team.
Have excellent research, analytical and problem‑solving skills.
Position Special Requirements / Additional Information This position is contingent upon continued funding. This position is typically scheduled Monday through Thursday (with most Fridays off) during core business hours.
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.
Posting Detail Information Number Of Vacancies: 1. Desired Start Date: Upon Completion Of a Successful Search. Position End Date (if Temporary): Open. Applications will be reviewed on a continual basis and will continue until the position(s) are filled.
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
Resume
Cover Letter
#J-18808-Ljbffr
Administrative Associate III – Western Transportation Institute Contact:
Kate Koller, Business Manager, 406-994-4881, kate.koller@montana.edu
Position Overview We are seeking a highly organized and proactive Administrative Associate to support the Western Transportation Institute (WTI) and the Local Technical Assistance Program (LTAP). This role serves as the first point of contact for WTI, manages communications, coordinates record retention, and assists with financial systems like Chrome River. The position also provides administrative support to two in‑office Directors. The ideal candidate will be detail‑oriented, adaptable, and capable of managing multiple priorities while ensuring smooth day‑to‑day operations across departments.
Position Details Position Number: 4N0671. Department: Western Transportation Institute. Division: College of Engineering. Appointment Type: Classified Contract Term Fiscal Year Semester. FLSA: Non‑Exempt. Union Affiliation: FOCUS‑MFPE. FTE: 0.5 – 0.75. Salary: $21.00 per hour, commensurate with experience, education, and qualifications. Contract Type: Classified Hourly. Recruitment Type: Open.
General Statement WTI is a research department at Montana State University where we partner with faculty, other universities, transportation agencies and private sector partners. We fulfill our charge of advancing the field of rural transportation and developing the next generation of professionals by conducting cutting‑edge, multidisciplinary research and outreach. As stewards and champions of rural America, we have a strong interest in research and projects related to sustainability, such as using recycled materials for roadways, providing rural public transportation options and cost‑effective solutions wildlife vehicle collision reduction.
Duties and Responsibilities
Serve as the first point of contact for WTI and LTAP by managing phone and email correspondence.
Assist with Chrome River with reports; serving as the proxy backup for all WTI PIs and core staff.
Coordinate the records retention process for all grants.
Assist with capital equipment management and insurance protocols.
Assist the Director of WTI and the Director of LTAP with:
Travel arrangements
Chrome River
Ordering
Procurement
Creating invoices
Day‑to‑day support of both directors
Deposit checks for LTAP.
Manage opening and closing of weekly grant meetings:
Scheduling
Collecting information for the meetings (opening and closing grants for the week)
Taking minutes and emailing action items
Coordinate SmartBuy purchasing for:
Support staff
Directors
Rural Safety Center
Office management:
Board Room and Classroom calendar management
Board Room and Classroom management
Open procedures for grants:
Forwarding information to communications team
Adding information to team project list
Requesting project data folder
Adding to weekly grant management agenda
Adding grant numbers to timesheet system
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 organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
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
Demonstrated experience using a database or accounting software program to track basic financial records or other data with demonstrated basic accounting skills and competence maintaining records.
Knowledge of MSU Policies and Procedures or previous experience working in a higher education setting.
The Successful Candidate Will
Have the desire to increase in knowledge, acquire new skills and take on new projects and challenges.
Demonstrate excellent written and verbal communication skills.
Ability to exercise initiative and good judgment.
Ability to maintain confidentiality of records and information.
Ability to work independently with minimal supervision and as part of a team.
Have excellent research, analytical and problem‑solving skills.
Position Special Requirements / Additional Information This position is contingent upon continued funding. This position is typically scheduled Monday through Thursday (with most Fridays off) during core business hours.
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.
Posting Detail Information Number Of Vacancies: 1. Desired Start Date: Upon Completion Of a Successful Search. Position End Date (if Temporary): Open. Applications will be reviewed on a continual basis and will continue until the position(s) are filled.
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
Resume
Cover Letter
#J-18808-Ljbffr