What are the responsibilities and job description for the Administrative Support Coordinator position at Montana State University?
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
- Coordinate the recruitment and selection process for Facilities Management, developing a comprehensive recruitment strategy appropriate for each position.
- Coordinate the on-boarding process for new employees.
- Serve as departmental liaison for Workers Compensation, Family Medical Leave, and other campus programs.
- Develop, implement, and maintain tracking systems for recruitment-related data; determine appropriate metrics and provide reports on an annual or as-needed basis to management.
- 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.
- Data management as necessary.
- Act as back up for key desk when 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 effectively interpret and apply a variety of guidelines and regulations.
- Successful experience in a first point of contact role.
Preferred Qualifications – Experience, Education, Knowledge & Skills
- Demonstrated effective communication and excellent customer service skills for a broad group of internal and external constituents.
- Specific experience with Microsoft Suite Outlook and calendaring applications.
The Successful Candidate Will
- Ability to establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty.
- Ability to maintain confidentiality and handle sensitive information professionally.
- Excellent communication and interpersonal skills.
- Strong organizational and time management skills.
- Attention to detail, to meeting deadlines, and to prioritizing competing demands.
- Aptitude for problem solving and facilitating the work of others.
- Good judgment and self-motivation.
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.
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 transport 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
1
Desired Start Date
Upon completion of a successful search.
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on December 2, 2024; 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.
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.
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