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Administrative Associate III - Admissions

Posted: 04/11/2025
College

Montana State University Billings is a preferred employer in the region-WE WANT YOU!
The following are reasons why you should join our team:
  • Work-life balance
  • Holidays-10 paid holidays per year and 1 Floating Holiday
  • Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases)
  • Sick Leave – Earned at an accrual rate of .0416125 for each hour in pay status.
  • Employee and Dependent Tuition Waiver
  • Opportunities to engage in professional development opportunities
  • Committed to employee wellness and access to a robust Employee Assistance Program
  • Medical Benefits that are robust and affordable
  • Visit MUS Benefits to learn more about our benefit package including
    • Medical, Vision, and Dental
    • Life Insurance and Long Term Disability are incorporated into our benefits
    • Learn more about our retirement benefits at MUS Retirement
  • Opportunities for career growth and a variety of career paths
  • Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc.
  • Beautiful campus environment that features our MSUB Mile walking path
As the first point of contact for students, visitors, faculty, and guests, the Administrative Associate plays a key role in creating a welcoming campus experience. This position requires the ability to quickly learn about admissions processes, campus programs, student support services, and recruitment/new student events.
 
The Administrative Associate will support scheduling campus tours, oversee the information desk and phones, and serve as an engaging first point of contact for all campus stakeholders and guests. Strong organizational and interpersonal skills are essential for building positive relationships across the University and City College campuses.

DUTIES and RESPONSIBILITIES:
  • Connects prospective students and applicants with campus programs and student services information.
  • Manages the Office of Admissions phone lines and assists with office scheduling.
  • Assists with mailings, text campaigns, building campus visit folders, and inventory event supplies.
  • Assist in maintaining/updating the Office of Admissions training and procedures manual.
  • Assist in updating communication templates and other documentation efforts to streamline the onboarding processes.
  • Regularly update the recruitment and outreach calendar to ensure there is ample office coverage.
  • Identify opportunities to streamline systems, document processes, and improve service for prospective students and applicants.
QUALITIES: We are seeking a positive team player who is approachable and has a can-do attitude above all else. In addition, the ideal candidate will:
  • Exhibit sound judgment, confidentiality, poise, and sensitivity when interacting with faculty, staff, prospective students and parents, high school counselors, and other key stakeholders.
  • Serve as a collaborative team player, communicating clearly and professionally across various channels:
    • In-person
    • Virtually
    • Phone
    • Text
    • Email
    • Individual and group interactions
  • Demonstrate a student-first focus, ensuring excellent customer service from initial inquiry to enrollment.
  • Maintain a thoughtful, solution-oriented dedication to student success and satisfaction
PHYSICAL DEMANDS: This is an office position requiring long periods of sitting at a desk, viewing computer screens, and walking. This position will also transport, move, or position items weighing up to 50 lbs. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation.
 
Education Required:
  • High School diploma or equivalent required, with progressively responsible office work experience.
Experience Required:
  • 2+ years of customer service experience in professional settings.
  • Ability to connect with people from diverse backgrounds.
  • Works effectively both independently and as part of a team in a fast-paced environment.
  • Experience handling confidential information with professionalism and positive customer interactions.
  • Strong communication, interpersonal, and organizational skills with attention to detail.
  • Capable of building and maintaining positive relationships with coworkers and the public.
  • Represents the Office of Admissions in a professional and courteous manner.
  • Excellent organizational, analytical, and critical thinking abilities.
  • Strong verbal, written, and interpersonal communication skills, including group settings.
  • Demonstrated ability to maintain accurate and detailed records.
  • Proficient in Outlook, Excel, Word, and Office 365 suite.
EDUCATION PREFERRED:
  • Post-high school coursework or an AA/AS degree preferred, or an equivalent combination of education and experience.
Montana State University Billings 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 State University Billings 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, MSU Billings 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, Montana State University Billings, 1500 University Drive, Billings, MT 59101-0298, 406-657-2278, employment@msubillings.edu.

MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website: http://www.msubillings.edu/humres/eeos.htm

TO APPLY: https://employment.msubillings.edu/postings/7430
 


 

Administrative Associate III - Admissions
MSU Billings

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