What are the responsibilities and job description for the Administrative Associate III - Advising/Registrar Office position at Montana State University Billings?
Position Information
NBAPOSN Title
Working Title Administrative Associate III - Advising/Registrar Office
Brief Position Overview The Advising office assists students in understanding academic requirements, enabling them to complete their program requirements as efficiently as possible. Through one-on-one meetings, we help students develop the skills necessary to be successful.The Registrar's office assists students through the following functions: registration, records, and commencement. This office is responsible for maintaining current and accurate information on every student who applies and attends. In turn, this office provides services and information to students, faculty, administration, and the community as requested.The Administrative Associate is the front-line receptionist and performs administrative, technical, and complex clerical work support for Advising Center and the Registrar's office, as well as assisting faculty, staff, students, employers, and the general public in understanding University policies and procedures. This position will manage transcripts, coordinate the AP and CLEP process, gather data and execute reports, and perform budgeting for the Advising Center. This position provides accurate and helpful information to current and potential students, employers, and the public and acts as a liaison between students and staff of both offices.
Position Number
Department Advising Center
Division Academic Affairs
Appointment Type Classified
Contract Term
Semester
If other, specify From date
If other, specify End date
FLSA
Union Affiliation FOCUS-MFPE
FTE 1.0
Benefits Eligible Yes
Compensation Hourly
Salary Salary range of $ 15.50 to $ 18.00 hourly, commensurate with experience, education, and qualifications
Contract Type Classified Hourly
If other, please specify
Recruitment Type Open
Position Details
Preferred
General Statement 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
Responsibilities
Duties and Responsibilities Must have ability to maintain confidentiality of records and information as well as represent the department and the University with a high level of professionalism.Maintain excellent customer service to students, staff, faculty and the community.Intake and process of forms such as drop, add, change of major and university applications.Manage in person, phone and email traffic of student requests.Major Functions:
Schedule appointments and set up Accuplacer tests Manage the Advising email prompt Submit BPA's Track and disseminate Challenge Credits to advisor's Process change of major forms in Banner Maintain transfer database in Access Intake and dissemination of various forms such as plans of study, Transcript Evaluation Request Forms, add/drop forms and withdrawals Submitting print orders for office supplies Maintain confidentiality with all records and adherence to FERPA requirements in regards to student records Print and replace U-cards Receiving various applications such as graduation, university connections and undergraduate applications Receiving and tracking of student transcripts Schedule appointments with advisor's for registration, plans of study, and student success Submit orders for office supplies Following up with students to ensure transcripts and other forms are received for advising purposes Processing University Connections applications for registration purposes Maintaining and following up with students through the Advising voicemail inbox Other duties as assigned
Knowledge, Skills, & Abilities Needed : Ability to manage multiple tasks Excellent customer service Knowledge of Microsoft office Knowledge of student database software (Banner) Ability to work in a fast paced environment Ability to communicate effectively in both written and verbal formats Ability to problem solve
Applicants will be reviewed and interviewed on an ongoing basis after the screening date. The screening date begins 10 calendar days after a position is posted on the employment website.
Required Qualifications
Required Qualifications - Experience, Education, Knowledge & Skills
2 years clerical or administrative support Customer service experience Ability to organize information and prioritize tasks Strong computer skills, including Microsoft office Experience with a record information system Ability to maintain confidentiality of information Excellent interpersonal, written and verbal skills
Preferred Qualifications
Preferred Qualifications - Experience, Education, Knowledge & Skills
Experience in higher education Working knowledge of Banner
The Successful Candidate Will
Special Requirements
Physical Demands
This position has supervisory duties? No
Posting Detail Information
Announcement Number STAFF - VA - 2500044P
Number of Vacancies 1
Desired Start Date
Position End Date (if temporary)
Open Date 12/06/2024
Close Date 12/20/2024
Open until filled Yes
Special Instructions Summary Applicants will be reviewed and interviewed on an ongoing basis after the screening date. The screening date begins 10 calendar days after a position is posted on the employment website.
Quick Link for Internal Postings https://employment.msubillings.edu/postings/7311
Diversity Statement 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
NBAPOSN Title
Working Title Administrative Associate III - Advising/Registrar Office
Brief Position Overview The Advising office assists students in understanding academic requirements, enabling them to complete their program requirements as efficiently as possible. Through one-on-one meetings, we help students develop the skills necessary to be successful.The Registrar's office assists students through the following functions: registration, records, and commencement. This office is responsible for maintaining current and accurate information on every student who applies and attends. In turn, this office provides services and information to students, faculty, administration, and the community as requested.The Administrative Associate is the front-line receptionist and performs administrative, technical, and complex clerical work support for Advising Center and the Registrar's office, as well as assisting faculty, staff, students, employers, and the general public in understanding University policies and procedures. This position will manage transcripts, coordinate the AP and CLEP process, gather data and execute reports, and perform budgeting for the Advising Center. This position provides accurate and helpful information to current and potential students, employers, and the public and acts as a liaison between students and staff of both offices.
Position Number
Department Advising Center
Division Academic Affairs
Appointment Type Classified
Contract Term
Semester
If other, specify From date
If other, specify End date
FLSA
Union Affiliation FOCUS-MFPE
FTE 1.0
Benefits Eligible Yes
Compensation Hourly
Salary Salary range of $ 15.50 to $ 18.00 hourly, commensurate with experience, education, and qualifications
Contract Type Classified Hourly
If other, please specify
Recruitment Type Open
Position Details
Preferred
General Statement 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
Responsibilities
Duties and Responsibilities Must have ability to maintain confidentiality of records and information as well as represent the department and the University with a high level of professionalism.Maintain excellent customer service to students, staff, faculty and the community.Intake and process of forms such as drop, add, change of major and university applications.Manage in person, phone and email traffic of student requests.Major Functions:
Schedule appointments and set up Accuplacer tests Manage the Advising email prompt Submit BPA's Track and disseminate Challenge Credits to advisor's Process change of major forms in Banner Maintain transfer database in Access Intake and dissemination of various forms such as plans of study, Transcript Evaluation Request Forms, add/drop forms and withdrawals Submitting print orders for office supplies Maintain confidentiality with all records and adherence to FERPA requirements in regards to student records Print and replace U-cards Receiving various applications such as graduation, university connections and undergraduate applications Receiving and tracking of student transcripts Schedule appointments with advisor's for registration, plans of study, and student success Submit orders for office supplies Following up with students to ensure transcripts and other forms are received for advising purposes Processing University Connections applications for registration purposes Maintaining and following up with students through the Advising voicemail inbox Other duties as assigned
Knowledge, Skills, & Abilities Needed : Ability to manage multiple tasks Excellent customer service Knowledge of Microsoft office Knowledge of student database software (Banner) Ability to work in a fast paced environment Ability to communicate effectively in both written and verbal formats Ability to problem solve
Applicants will be reviewed and interviewed on an ongoing basis after the screening date. The screening date begins 10 calendar days after a position is posted on the employment website.
Required Qualifications
Required Qualifications - Experience, Education, Knowledge & Skills
2 years clerical or administrative support Customer service experience Ability to organize information and prioritize tasks Strong computer skills, including Microsoft office Experience with a record information system Ability to maintain confidentiality of information Excellent interpersonal, written and verbal skills
Preferred Qualifications
Preferred Qualifications - Experience, Education, Knowledge & Skills
Experience in higher education Working knowledge of Banner
The Successful Candidate Will
Special Requirements
Physical Demands
This position has supervisory duties? No
Posting Detail Information
Announcement Number STAFF - VA - 2500044P
Number of Vacancies 1
Desired Start Date
Position End Date (if temporary)
Open Date 12/06/2024
Close Date 12/20/2024
Open until filled Yes
Special Instructions Summary Applicants will be reviewed and interviewed on an ongoing basis after the screening date. The screening date begins 10 calendar days after a position is posted on the employment website.
Quick Link for Internal Postings https://employment.msubillings.edu/postings/7311
Diversity Statement 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
Salary : $16 - $18
