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Administrative Associate

Position Details

Position Information

Working Title Administrative Associate
Brief Position Overview

Great Falls College MSU is seeking an Administrative Associate II for the Admissions Office and Student Central. As primary customer service contact, this position provides service to students, prospects, the public and staff in face-to-face, phone, and electronic contacts utilizing interpersonal and verbal communication skills.

Position Number 3N0502
Department Admissions & New Student Services
Division Student Services (Administrative)
Appointment Type Classified
Contract Term
If other, specify From date
If other, specify End date
FLSA Non-Exempt
Union Affiliation MPEA
Benefits Eligible Yes
Compensation Hourly
Salary Salary range of $11.20 to $14.00 hourly, commensurate with experience, education, and qualifications
Contract Type Classified Hourly
If other, please specify
Recruitment Type External

Position Details

General Statement

This position reports to the Director of Admissions & New Student Services and provides support to Student Central, which includes the following departments: admissions, financial aid, registrar, and student accounts. This position must be prompt and available to assist students, prospective students, the public, and staff during the hours that Student Central is open.

Duties and Responsibilities

• Answering the main multi-line phone line to the College and assisting callers as needed, including providing information to prospective students and current students and referring them to other departments when necessary.
• Managing multiple calendars using Microsoft Outlook, screening and scheduling appointments for the various entities in Student Central.
• Entering data into the Banner Database System, including tracking student progress through the admissions and registration process to ensure completeness of admission requirements prior to enrollment.
• Maintaining various department databases as requested, including developing reports from the databases.
• Scheduling students and prospects for advising and registration sessions as appropriate.
• May assist with admission events requiring occasional overnight travel or evening/weekend hours.

Required Qualifications – Experience, Education, Knowledge & Skills

• High school diploma or equivalency
• Two years high level customer service experience in an office setting or equivalent combination of education and directly related experience
• Excellent time management and organizational skills and ability to manage multiple tasks at the same time with repeated interruptions
• Effective written, verbal, multi-line phone, and interpersonal communication skills and ability to deal effectively with a variety of faculty, staff, students, and the general public
• Ability to deal with a variety of personalities and demanding individuals, including conflict resolution skills

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Strong computer skills, including experience with Microsoft Word, Excel, Access, and Outlook
• Experience with SCT Banner
• Experience in organizing and maintaining electronic and paper files
• Knowledge of the admissions, financial aid, student records and student accounts policies and procedures, including FERPA requirements

The Successful Candidate Will
Special Requirements
Physical Demands
This position has supervisory duties? No

Posting Detail Information

Announcement Number S00073P
Number of Vacancies 1
Desired Start Date
Position End Date (if temporary)
Open Date 03/22/2018
Close Date 04/20/2018
Open until filled Yes
Special Instructions Summary
Quick Link for Internal Postings
Diversity Statement

Great Falls College Montana State University is committed to providing a working and learning environment free from discrimination. As such, the College does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the College’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Great Falls College Montana State University makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. In compliance with the Montana Veteran’s Employment Preference Act, GFC MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference or request accommodation, contact the Human Resources Office, Great Falls College Montana State University, 2100 16th Ave S, Great Falls, MT 59405; 406-268-3712;

GFC MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the GFC MSU Website:

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. List of References
Optional Documents

Posting Specific Questions

Required fields are indicated with an asterisk (*).