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Part-Time Administrative Associate II

Part-Time Administrative Associate II

Department:            Metallurgical & Materials Engineering                                     

Employment Detail:  Permanent, Part-Time (20 hours per week)                  

Salary:                    $11.50/Hour (includes benefits)    

Applications received by November 9th will be guaranteed full review and consideration.  Applications received after that date may be considered until an adequate applicant pool has been established.

DUTIES: 

This individual handles administrative, financial, and office management duties for the M&ME Department Head, Faculty and Staff by planning and directing various duties in compliance with department, campus, state and federal policies and procedures.  Duties include: coordinating support functions for computers, printers, fax machines and copiers; purchasing chemicals and maintaining an accurate inventory; ordering equipment and supplies; completing and maintaining billing records; reconciling and resolving budget transactions for department, research and Foundation accounts; supervising student help; helping complete all assessment activities including faculty evaluations, student surveys, alumni questionnaires, etc.; completing all paperwork pertaining to extra-compensation forms, personnel acquisition requests, reimbursement forms, travel authorizations and arrangements, research reports, proposal applications, etc.; maintaining faculty/staff personnel files and student files; submitting properly-completed timecards for faculty, staff and student employees; and designing, implementing and updating the department website and newsletter.  Office duties include: keeping and accessing student information and faculty and student class schedules; collecting and tracking student and alumni information; interpreting that information and reconciling/resolving problems as needed; scheduling meetings; answering phones and e-mails; taking messages; typing and word-processing; filing; photocopying; receiving and delivering daily mail including bulk mail; taking minutes of department and advisory board meetings; and completing student, faculty, alumni and industrial correspondences.  Written correspondence is particularly important and includes fundraising, thank-you, recruiting and news-letters.  The individual in this position is often the first point-of-contact with a variety of people (prospective students, students, alumni, clients) and, as such, must be keen on public relations.  Key to these relations are keeping student and alumni databases updated; working with Career Services to help with their employment (both permanent and temporary including internships); exercising discretion and judgment to develop, organize and resolve problems; having strong communication skills both written and oral; acting in a professional and courteous manner; being punctual including adhering to assigned working hours as well as occasional evening and weekend assignments; and having the ability to multitask to meet the various needs of the Department Head, Faculty and Staff.  Position therefore requires knowledge of databases and programs as well as the Department, campus, state and federal policies and procedures.

REQUIRED QUALIFICATIONS:

  • High School Diploma or Equivalent
  • A high level of proficiency in the operation of a personal computer and a variety of software programs including Microsoft Word, Excel, Access PowerPoint and Outlook.
  • At least three years of experience working in an office environment and possess general office and administrative procedures.

REQUIRED SKILLS: 

  • Strong professional communication and organization skills
  • Ability to maintain strong student and public relations

PREFERRED QUALIFICATIONS: 

  • Associates Degree
  • Knowledge of, desktop publishing graphic design and web page development
  • Strong Supervisory skills
  • Ability to learn various databases including UMDW Financial, Raiser’s Edge, Chemical Inventory, and Student/alumni information Software

For full consideration application materials must be complete.  Please include a cover letter addressing qualifications, a resume and contact information for 3 professional references. 

 

Any offer of employment is contingent upon a satisfactory criminal background check. 

Montana Tech is committed to providing a working and learning environment free from discrimination. As such, the University 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 University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged. Montana Tech 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, Montana Tech provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans.  To claim veteran’s preference please complete the employment (veteran’s) preference form located on the employment page and email to humanresources@mtech.edu.  You must include the job title of the position in which you are applying.

To request an accommodation, contact Cathy Isakson 406-496-4380; cisakson@mtech.edu

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