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Administrative Associate IV-COHS

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Please see Special Instructions for more details.

Applicants must upload the following with their application:

1. A cover letter addressing how you meet the required and preferred qualifications, your

professional and academic career goals, and your interest in the position

2. A resume or curriculum vitae

3. A list of three references

Please submit the Background Authorization Form which can be found here:

https://www.msun.edu/hr/forms/Authorization_for_Background_Investigation-MSU-Northern.pdf

You may email it to HR@msun.edu or fax it to (406) 265-3530.

Please type YES in the Background Check field in the online application to show you understand this additional requirement.

Position Details

Position Information

NBAPOSN Title

Working Title Administrative Associate IV-COHS

Brief Position Overview

The Office of the Dean of the College of Health Sciences ( COHS ) at Montana State University-Northern is accepting applications for an Administrative Associate IV.

Position Number 7N0011

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 $18.191-$22.738 per hour

Contract Type Classified Hourly

If other, please specify

Recruitment Type Campus

Position Details

General Statement

This role performs administrative and office support activities for the Dean as directed. Duties may include, but are not limited to fielding calls, receiving and directing visitors, Word processing, creating spreadsheets and presentations, and filing. Extensive software skills are required, as well as Internet research abilities and strong communication skills.

Duties and Responsibilities

Key duties include but are not limited to the following:

• Manage the Dean of COHS schedule: this includes all meetings, appointments, coordination and managing conflicts

• Proactively communicate with stakeholders to confirm and organize meetings

• Use of checklist system to ensure all details are addressed

• Logistics for event planning assistance which would include placing catering orders, arranging or setting up rooms

• Material preparation for presentations, invitations, thank you’s, other correspondence

• Attending planning meetings

• Sorting mail and directing package delivery to designated location

• Timecard Approval

• Record meeting minutes, as assigned

• Assist with student applications and acceptance process for the Associate of Science Degree in Nursing ( ASN ) and the Bachelor of Science Degree in Nursing ( BSN )

• Monitor the budget, prepare and distribute – monthly

• Schedule and coordinate meetings related to grant writing

• Assist with literature reviews and any supporting documents

• Learn and utilize Microsoft Teams, SharePoint, OneDrive, Trello, and Motion Calendar

• Maintain and update strategic planning tracker to ensure all deadlines and deliverables aretracked and reported

• Maintain data on applications, Kaplan admissions scores; report data concerning students who

applied, were accepted, denied or declined

• Research regulations, collects, and provides data and analysis for the accreditation process ACEN ,

MT Board of Nursing and NWWCCU ; maintains faculty data regarding professional development,

certifications of skill, and updatedresumes

• Compile and ensure report accuracies on admission and graduate data per semester

• Compile and ensure report accuracies regarding faculty overload and other program related statistics, as needed

• Take and complete training courses, as assigned by the Dean to increase knowledge base

on software programs and tasks needed for position

• Other duties as assigned

Required Qualifications – Experience, Education, Knowledge & Skills

• High School Diploma with 4 years of administrative and/or clerical experience, or any equivalent combination of education and support experience

• Experience with Microsoft Office Products, and Database knowledge

  Preferred Qualifications – Experience, Education, Knowledge & Skills

• Experience working on a college campus

• Experience working in a Nursing department

• Experience with Banner, SharePoint, OneDrive, Microsoft Teams, Trello, Motion Calendar or willing to learn (training provided)

  The Successful Candidate Will

• Extensive knowledge of office and University procedures, supervision, and public relations

• Thorough knowledge of business English and composition

• Extensive knowledge of financial and general record keeping

• Knowledge of Word Processing/Software programs

• Ability to plan and complete stated objectives and meet deadlines

• Establish priorities, delegate, and work effectively with all levels of employees, from clerical to professional

• Make decisions independently in accordance with laws, regulations, and university policies

• Work with frequent interruptions

• Follow written and verbal instructions and seek clarity from the appropriate authority

• Accurately interpret policies and procedures

• Project a positive image to all coworkers, faculty, staff, students and the public

• Maintain confidentiality at all times

• Adapt to changing office situations

• Perform a variety of secretarial assignments

  Special Requirements

  Physical Demands

The ability to perform the following with or without reasonable accommodations:

• 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 - 2500015P

  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

  Applicants must upload the following with their application:

1. A cover letter addressing how you meet the required and preferred qualifications, your

professional and academic career goals, and your interest in the position

2. A resume or curriculum vitae

3. A list of three references

   Please submit the Background Authorization Form which can be found here:

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)

You may email it to HR@msun.edu or fax it to (406) 265-3530.

Please type YES in the Background Check field in the online application to show you understand this additional requirement.

Quick Link for Internal Postings https://jobs.msun.edu/postings/2541

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 (*).