Administrative Associate Ill - COHS
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Please see Special Instructions for more details.
In this application, and the required cover letter, resume, and list of references, DO NOT include your protected private information such as date of birth, citizenship status or immigration information, social security number, or any other protected information. This does not apply to the Authorization Form for Background Check.
Applicants must upload the following with their application:
A cover letter which addresses how you meet the required and preferred qualifications, your professional and academic career goals, and your interest in the position.
A resume.
A list of three professional references.
In the online application in the Background Check field, @type YES to show you understand this additional requirement.
Complete an Authorization Form for Background Check
https://www.msun.edu/hr/forms/Authorization\for\Background_Investigation-MSU-Northern.pdf
Submit your completed and signed form to:
Human Resources (https://www.msun.edu/hr/)
Montana State University-Northern
P.O. Box 7751
Havre, MT 59501-7751
406-265-3568 or 406-265-3789
HR Dept. Fax 406-265-3530
Position Details
Position Information
NBAPOSN Title
Working Title Administrative Associate Ill - COHS
Brief Position Overview
The College of Health Sciences of Montana State University-Northern seeks applications for their Administrative Associate III position. This position is full-time, which is equivalent to 40 hours per week, and eligible for MUS Benefits.
Position Number 7N0053
Department Nursing
Division College of Health Sciences
Appointment Type Classified
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA Non-Exempt
Union Affiliation AFSCME
FTE 1.0
Benefits Eligible Yes
Compensation Hourly
Salary $16.561 - $20.451 per hour
Contract Type Classified Hourly
If other, please specify
Recruitment Type Campus
Position Details
General Statement
Under the direction of the Provost, the person in this role provides administrative and programmatic support for the College of Health Sciences to ensure smooth, effective operations conducive of student success. Duties include, but are not limited to, admissions support for all nursing programs, budget management for the College and program-related indices/accounts, academic advising for pre-nursing students, record-keeping, and timely reporting and communication on matters critical to program accreditation and student success.
Duties and Responsibilities
Key duties including but are not limited to the following:
ADMINISTRATIVE DUTIES
Provide administrative support to the Dean, Chair(s)/Director(s), and Faculty in COHS including, but not limited to, greeting and directing visitors; developing and processing travel requests, SmartBuy purchases, and Chrome River approvals and reimbursements; ordering texts; and engaging in other daily office operations
Schedule and send invitations for College and program-level meetings as well as any required Advisory Board meetings for COHS
Prepare agendas, send out Zoom/Teams links, take notes, and distribute minutes for meetings, when needed
Sort mail and direct package delivery to designated locations
Assist with course catalog revisions and updates
Monitor and maintain COHS web pages, posted classroom schedules in HSC (first floor), and other relevant announcements
Coordinate College/program-related special events/retreats/workshops/stakeholder meetings to include, but not limited to, logistics scheduling and services, facilities arrangements, room reservations, and catering/food service orders
Maintain faculty data regarding professional development, certifications of skill, and updated resumes
Collect and store all course syllabi for faculty within COHS each semester
Assist the Director of Nursing in preparing MOAs for clinical sites and keep track of Nursing student clinical schedules
Assist in the coordination and planning of TekNoXPo/ShowCASE as it relates to tracks developed by COHS
Other Duties as Assigned
FISCAL DUTIES
Monitor and maintain detailed records of the College's budget and reconcile monthly statements for budget indices; maintain current balances of budget indices; authorize payment of invoices and expenditures by the Business Office
Prepare adjunct faculty contracts in advance of each semester and approve adjunct faculty timecards
Other Duties as Assigned
PROGRAM - LEVEL SUPPORT
Assist with student applications and the acceptance processes for the Associate of Science Degree in Nursing ( ASN ) and the Bachelor of Science Degree in Nursing ( BSN ) programs
Maintain complete records of student/applicant data in ASN and BSN for program accreditation/review
Advise prospective and current students as part of the Nursing and Integrated Health Sciences programs, when needed
Monitor CASTLEBRANCH® and maintain open communication with the Director of Nursing and all Nursing students regarding any required actions
Research regulations and collect and provide data and analysis for the accreditation processes related to ACEN , MT Board of Nursing, NWCCU , and any relevant future accreditors
Other Duties as Assigned
Required Qualifications - Experience, Education, Knowledge & Skills
HS Diploma with 4 years of administrative and/or clerical experience, or equivalent combination of education and support experience.
Excellent organization and communication skills
Preferred Qualifications - Experience, Education, Knowledge & Skills
Experience working on a college campus
Experience working in a Nursing department
Experience with Banner and Microsoft Office Suite
Experience with regulation/accreditation compliance
The Successful Candidate Will
Ability to maintain confidentiality at all times
Ability to adapt to changing College and program-level needs
Special Requirements
Physical Demands
Requires lengthy periods of sitting and repetitive movements
Ability to lift with appropriate assistance up to 50lbs
This position has supervisory duties? No
Posting Detail Information
Announcement Number STAFF - VA - 2600021P
Number of Vacancies 1
Desired Start Date Immediate
Position End Date (if temporary)
Open Date
Close Date
Until an adequate pool is established No
Special Instructions Summary
In this application, and the required cover letter, resume, and list of references, DO NOT include your protected private information such as date of birth, citizenship status or immigration information, social security number, or any other protected information. This does not apply to the Authorization Form for Background Check.
Applicants must upload the following with their application:
A cover letter which addresses how you meet the required and preferred qualifications, your professional and academic career goals, and your interest in the position.
A resume.
A list of three professional references.
In the online application in the Background Check field, @type YES to show you understand this additional requirement.
Complete an Authorization Form for Background Check
https://www.msun.edu/hr/forms/Authorization\for\Background\Investigation- MSU -Northern.pdf (https://www.msun.edu/hr/forms/Authorization\for\Background\Investigation-MSU-Northern.pdf)
Submit your completed and signed form to:
Human Resources (https://www.msun.edu/hr/)
Montana State University-Northern
P.O. Box 7751
Havre, MT 59501-7751
406-265-3568 or 406-265-3789
HR Dept. Fax 406-265-3530
Quick Link for Internal Postings https://jobs.msun.edu/postings/2665
EEOC Statement
Montana State University-Northern ( MSUN ) is an equal opportunity employer. MSUN 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, MSUN 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.
Director of Human Resources /Title IX
Montana State University-Northern
300 11th Street West
Havre, MT 59501
E-mail: rebecca.farr@msun.edu
Location: 208 Cowan Hall
Tel: (406) 265.3568
Applicant Documents
Required Documents
Resume
Cover Letter
List of References
Optional Documents
Posting Specific Questions
Required fields are indicated with an asterisk (*).
