Position Details
Position Information
Announcement Number STAFF - VA - 26277
For questions regarding this position, please contact:
Cheryl McDonald
cheryl.mcdonald@montana.edu
406-994-5629
Classification Title Admin Assoc IV
Working Title Administrative Associate IV
Brief Position Overview
Under the general direction of the Facilities Services Administrative Manager, this position supports staffing related functions across Facilities Management (Facilities Services, Planning, Design & Construction, Engineering & Utilities, Central Operations, and Safety & Risk Management). The primary function of this position is to lead recruitment efforts for Facilities Management. This position will serve as a liaison between Facilities Management and University Human Resources and requires discretion and judgment to resolve day-to-day problems and the ability to make effective decisions in accordance with departmental guidelines and university policies.
Position Number 4M0263
Department Facility Services
Division University 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 Minimum $24.04 per hour, commensurate with experience, education, and qualifications
Contract Type Classified Salary
If other, please specify
Recruitment Type Open
Position Details
General Statement
Under the general direction of the Facilities Management Administrative Manager, this position supports staffing related functions across Facilities Management. The primary function of this position is to lead recruitment efforts for Facilities Management. This position will serve as a liaison between Facilities Management and University Human Resources and requires discretion and judgment to resolve day-to-day problems and the ability to make effective decisions in accordance with departmental guidelines.
Duties and Responsibilities
Serve as the first point of contact for hiring and initial payroll processes.
Serve as the first point of contact and liaison with the Human Resources Service Center and communicates with HR Business Partner as appropriate. May act as a Search Manager for searches and coordinate the recruitment and selection process through the Applicant Tracking System. Works with others on selection and hiring logistics.
Coordinate the recruitment and selection process for Facilities Management, developing a comprehensive recruitment strategy appropriate for each position.
Coordinate the onboarding process for new employees.
Develop, implement, and maintain tracking systems for recruitment-related data; determine appropriate metrics and provide reports on an annual or as-needed basis.
Provide guidance to Facilities Management Directors, supervisors, managers and staff regarding departmental and University policies and procedures.
Organize and coordinate Facilities Management department pay application processes and other fiscal duties as assigned.
Data management, as necessary.
Other duties as assigned.
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 competence using personal computers and software.
Demonstrated aptitude organizing and prioritizing workloads, performing work in an organized manner, meeting deadlines, and the ability to manage multiple priorities while maintaining a friendly and professional demeanor.
Demonstrated ability to interpret and apply a variety of guidelines and regulations.
Successful experience in a first point of contact role.
Experience working with database systems and producing reports.
Preferred Qualifications - Experience, Education, Knowledge & Skills
Demonstrated effective communication and excellent customer service skills for a diverse group of internal and external constituents.
Specific experience with Microsoft Suite Outlook and calendaring applications.
Knowledge of MSU procedures and policies or previous experience working in a higher education setting.
The Successful Candidate Will
Establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty.
Maintain confidentiality and handle sensitive information professionally.
Utilize excellent communication and interpersonal skills.
Possess strong organizational and time management skills.
Maintain attention to detail, meet deadlines, and prioritize competing demands.
Demonstrate an aptitude for problem solving and facilitating the work of others.
Utilize good judgment and self-motivation.
Effectively prioritize, organize, and work on multiple projects.
Position Special Requirements/Additional Information
In accordance with MSU policy, hiring will be conditional upon successful completion of a pre-employment background check.
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
Ability to lift and move packages and boxes of office supplies, up to 20 pounds, with or without accommodation.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation. The requirements listed above are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties? No
Posting Detail Information
Number of Vacancies
Desired Start Date
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on February 23, 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
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.
