Job description

Mechanical & Industrial Engineering (M&IE) is the largest academic department on the MSU Bozeman campus. Undergrad and graduate enrollment currently totals approximately 1350 students. It offers four undergraduate programs which include Mechanical Engineering (EMEC), Mechanical Engineering Technology (ETME), Industrial and Management Systems Engineering (EIND), and Financial Engineering (EFIN). The department also offers M.S. degrees in Industrial & Management Engineering (I&ME) and Mechanical Engineering, and the PhD in Engineering with options in EIND and EMEC. Also offered are four minors which include Aerospace, Mechatronics, Materials, and Financial Engineering, with more on the horizon. The department maintains a robust research component, with a growing number of graduate students.

Duties and Responsibilities
This position performs a variety of administrative support, customer service, and office management duties in support of the Department. Responsibilities include: managing the day-to-day operations of the department; supervising, training and directing support staff; assisting in developing policies and procedures for the department; supporting faculty, students, and staff at an administrative, program, project, and office management level; exercising judgment, intellectual analysis and evaluation to solve complex operating problems; track information and interpret data to determine the best methods and procedures to conduct departmental business; identifying errors, reasons for errors and devising solutions; researching, gathering and compiling information to analyze and produce reports, budget projections and program schedules; preparing forms and documents; maintaining calendars for multiple staff members; making meeting arrangements; serving as department liaison; creating marketing and promotional materials; designing and building web pages; and other duties as assigned. This person will serve as liaison between Department Head and administration, faculty, students, and other MSU employees.

Office Manager
Manage the day-to-day operations of the department office and daily interactions for the department head to implement and maintain a positive, welcoming and well-organized office environment by assisting with developing policies and communicating procedures and/or guideline using independent judgment, intellectual analysis, and evaluation in solving complex operating problems related to the management of a 1350 student department. Coordinate and participate in events for the department while maintaining a budget (i.e., Engineering Design Fair, Commencement exercises for check-in duties).

Administrative Support
General administrative support includes general correspondence, forms, maintaining calendars, and meeting arrangements for multiple staff members including the department head, faculty, and staff. Duties also include the assistance in the development of marketing brochures, handouts, and promotional materials to meet departmental goals as well as managing web page content for the department.

Required Qualifications – Experience, Education, Knowledge & Skills
Two years of full-time (or part-time equivalent) progressively responsible administrative work experience with an emphasis on customer service, and office management or an equivalent combination of relevant education and experience.
Successful experience using large data sets to complete complex processes such as those that might be associated with this position’s duties (i.e., maintaining advisor lists, enrollment lists, job placement data, FE Exam statistics, tracking key requisitions and textbook orders, etc.) with demonstrated competence maintaining records with a high degree of accuracy and close attention to detail.
Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
Demonstrated competence using personal computers and various software such as word processing, spreadsheets, database, presentation, email and internet. Microsoft Office software preferred (please list equipment and software used).
Demonstrated competence maintaining confidentiality of records and information when under scrutiny from outside individuals.

Preferred Qualifications – Experience, Education, Knowledge & Skills
Demonstrated experience in editing and management of web pages.
Demonstrated experience in event planning to include coordination, cost projections, tracking invoices and receipts, and leading the event.
Successful experience in a “first point of contact” role in an institution of higher education (e.g., answering phone calls, handling and directing walk-in traffic, directing students, parents, and constituents to appropriate information sources).
Knowledge of university procedures and policies or previous experience working in a higher education setting.

The Successful Candidate Will
Possess the ability to identify shortcomings within a process and implement changes to improve the quality of the product.
Thrive in an “open door” environment, maintaining accessibility to faculty, staff, and students.
Maintain confidentiality of records and information.
Demonstrated excellent verbal and written communication skills; communicate effectively with employees, students and the public, both in person and over the phone.
Establish and maintain effective working relations with co-workers and the public.
Work independently with minimal supervision and as part of a team.
Accomplish many dissimilar tasks in a high demanding environment while maintaining a pleasant demeanor.
Represent Mechanical and Industrial Engineering and its programs in a professional and courteous manner.

Position Special Requirements/Additional Information
This job description should not be construed as an exhaustive state 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
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. 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 a successful search
Position End Date (if temporary)
Open Date
Close Date

Applications will be:
Screening of applications will begin on April 26,2023; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions
Diversity Statement

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.

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.

MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: https://www.montana.edu/hr/recruitment/dualcareer.html

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