Administrative Associate II (Veterans Upward Bound) Job at Montana State University Northern
MSU-Northern’s (MSUN) Veterans Upward Bound (VUB) is a statewide program of classes and support for veterans preparing to enroll in college or another training program. VUB administrative offices are located on the campus of MSU-Billings and all program recordkeeping is performed and maintained at this location. This position will be located in Billings and will enhance the overall functioning of the department. The small VUB staff manages all program of services, and we are looking for a detail oriented, customer service-focused individual to join our team to provide general administrative support to the VUB staff. This is primarily a data entry position to assist in meeting documentation requirements of the grant, but there is the opportunity to expand job related knowledge and duties. The Administrative Associate must be a highly dependable and responsible individual able to work with very little day-to-day supervision from the VUB full-time staff. This position has no supervisory responsibilities. This 12-month grant funded position is part-time, benefits eligible with a flexible weekly schedule.
Duties and Responsibilities
- Provide reliable day-to-day administrative support to the Project Director, Assistant Director, and Coordinator of Educational Services & Enrollment
- Work collaboratively with VA work study students
- Handle confidential and sensitive materials in an appropriate manner
- Assist in data entry of documentation of program services and student progress
- Assist staff in development and maintenance of student hard files from student admission through program completion
- Assist others within the office on any number of projects and provide back up support to meet occasional project deadlines
- Assist the project director with annual performance reporting
- Answer office phone and direct calls where appropriate
- Collect Department mail and sort for appropriate staff members
- Copy and sort materials for service providers and student outreach events
1. High school diploma or equivalent
2. Administrative support or customer service work experience
Preferred Qualifications – Experience, Education, Knowledge & Skills
1. A veteran or has experience working with veterans
2. Experience using an Access database
3.Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude
3.Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude
4. Demonstrated competency using Microsoft Office Software, experience using an Access database or ability to learn
5. Demonstrated attention to detail and ability to self-correct
6. Possess excellent communication skills and the ability to work in a collaborative environment
The Successful Candidate Will
The successful candidate will provide a high level of service and support to co-workers in a positive, professional, and helpful manner and will:
- Exercise good judgment and self-motivation
- Work effectively both independently and with minimal supervision and as part of a team
- Have outstanding communication skills and an ability to work within a collaborative environment
- Be principled in maintaining confidentiality of records and information
- Be motivated to help others
- Have the desire to learn new skills and expand job related knowledge
- Represent Veterans Upward Bound in a professional and courteous manner
The ability with our without reasonable accommodation to work in a typical office environment and use office equipment and computers.
This position has supervisory duties? No
Posting Detail Information
Announcement Number
2022-23-S00007P
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
Quick Link for Internal Postings
https://jobs.msun.edu/postings/2243
Diversity Statement
Nondiscrimination Statement and Title IX Coordinator Notice Policy Statement
Montana State University-Northern (MSUN) commits to a learning and working environment that emphasizes the dignity and worth of every member of its community that is free from unlawful discrimination and harassment based upon race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran status, sex, gender, age, political ideas, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation (taken together, generally, “protected-class harm”). An inclusive environment is necessary for a healthy and productive University community.
Consistent with MSUN’s commitment, and with all applicable law, the University prohibits unlawful discrimination or harassment, including sexual misconduct prohibited by Title IX of the Education Amendments of 1972, and will take appropriate action to prevent, resolve, and remediate the effects of protected-class harm.
The Discrimination, Harassment, and Retaliation Policy defines and prohibits protected-class misconduct, and the Discrimination Grievance Procedures set forth the University’s processes for addressing and resolving such reports. The Policy and Procedures apply to all University programs and activities, including, but not limited to, admissions, athletics, instruction, grading, University housing, and University employment. In addition, the law prohibits retaliation against an individual for opposing any practices prohibited by this Policy, for bringing or responding to a complaint of discrimination or harassment, for assisting someone with such a complaint, for attempting to stop such discrimination or harassment, or for participating in resolution of a complaint of discrimination or harassment.
Inquiries about the application of Title IX at the University and reports about all forms of protected-class discrimination and harassment should be made to the Director of Human Resources/ Title IX Coordinator:
Human Resources /Title IX
Montana State University-Northern
PO Box 7751
Havre MT 59501
Director of Human Resources/ Title IX Coordinator:
Suzanne Hunger
Suzanne.hunger@msun.edu
Location:
208 Cowan Hall
Tel: (406) 265.3568
E-mail: titleixcoordinator@msun.edu or suzanne.hunger@msun.edu
Please note that reports can be made at any time, including during non-business hours, by using the email address or listed telephone number (and leaving a private message).
Title IX Coordinator
The Title IX Coordinator is responsible for coordinating the University’s compliance with federal and state discrimination and harassment laws, including Title IX. The Title IX Coordinator oversees compliance with the University’s Discrimination and Grievance Policy. Specifically, the Title IX Coordinator:
Montana State University-Northern (MSUN) commits to a learning and working environment that emphasizes the dignity and worth of every member of its community that is free from unlawful discrimination and harassment based upon race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran status, sex, gender, age, political ideas, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation (taken together, generally, “protected-class harm”). An inclusive environment is necessary for a healthy and productive University community.
Consistent with MSUN’s commitment, and with all applicable law, the University prohibits unlawful discrimination or harassment, including sexual misconduct prohibited by Title IX of the Education Amendments of 1972, and will take appropriate action to prevent, resolve, and remediate the effects of protected-class harm.
The Discrimination, Harassment, and Retaliation Policy defines and prohibits protected-class misconduct, and the Discrimination Grievance Procedures set forth the University’s processes for addressing and resolving such reports. The Policy and Procedures apply to all University programs and activities, including, but not limited to, admissions, athletics, instruction, grading, University housing, and University employment. In addition, the law prohibits retaliation against an individual for opposing any practices prohibited by this Policy, for bringing or responding to a complaint of discrimination or harassment, for assisting someone with such a complaint, for attempting to stop such discrimination or harassment, or for participating in resolution of a complaint of discrimination or harassment.
Inquiries about the application of Title IX at the University and reports about all forms of protected-class discrimination and harassment should be made to the Director of Human Resources/ Title IX Coordinator:
Human Resources /Title IX
Montana State University-Northern
PO Box 7751
Havre MT 59501
Director of Human Resources/ Title IX Coordinator:
Suzanne Hunger
Suzanne.hunger@msun.edu
Location:
208 Cowan Hall
Tel: (406) 265.3568
E-mail: titleixcoordinator@msun.edu or suzanne.hunger@msun.edu
Please note that reports can be made at any time, including during non-business hours, by using the email address or listed telephone number (and leaving a private message).
Title IX Coordinator
The Title IX Coordinator is responsible for coordinating the University’s compliance with federal and state discrimination and harassment laws, including Title IX. The Title IX Coordinator oversees compliance with the University’s Discrimination and Grievance Policy. Specifically, the Title IX Coordinator:
- Coordinates educational programs and trainings regarding discrimination and harassment prevention for students and employees;
- Responds to and seeks to resolve reports of discrimination and harassment following the Procedures;
- Provides information about and, if requested, assists with criminal reporting;
- Provides information about resources for obtaining advocacy, healthcare, and counseling services; and
- Coordinates supportive and protective measures for members of the MSUN community.
A full copy of the University’s Discrimination, Harassment, and Retaliation Policy and the accompanying Discrimination Grievance Procedures are available on the Human Resources and Title IX website. More information about reporting options, resources, and other information about sexual harassment, including sexual assault, is located at the Human Resources and Title IX website: https://www.msun.edu/hr/titleix/index.aspx
This notice is disseminated annually to students and employees at the Montana State University-Northern.
For further information regarding Title IX and non-discrimination, visit http://www.ed.gov/ocr or contact:
U.S. Department of Education
915 Second Avenue, Room 3310
Seattle, WA 98174-1099
Telephone: (206) 607-1600
Facsimile: (206) 607-1601
Email: OCR.Seattle@ed.gov
https://www2.ed.gov/about/offices/list/ocr/know.html?src=ft
Montana State University -Northern makes reasonable 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, MSU-Northern provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans.
To claim veteran’s preference or request accommodation, contact the Office of Human Resources, PO Box 7751, Montana State University-Northern, Havre, MT 59501; 406-265-3568; http://www.msun.edu/hr/forms/EmployPref.pdf
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