What are the responsibilities and job description for the Office Coordinator position at Montana State University?
The Office of Research and Economic Development (RED) is responsible for developing and maintaining a thriving environment for research, creative and scholarly activities at the University. The Office Coordinator is the first point of contact on the phone and in person for the RED office and performs a variety of administrative duties in support of multiple units.
Duties and Responsibilities
- Provide exceptional customer service for visitors to the RED office and direct inquiries or concerns to appropriate individuals or units.
- Answer and filter phone calls to appropriate individuals or units and take messages as needed.
- Provide administrative support for members of the of the RED leadership team including but not limited to the Associate Vice President for Research and the Director of Economic Development and Impact.
- Manage calendars, arrange and manage travel, complete travel authorizations and conference registrations, and preparing final travel expense vouchers.
- Coordinate meetings and serve as a liaison between the RED leadership team members and other departments.
- Make arrangement for meetings and events, including securing facilities, preparing agendas, promoting events, creating hospitality approval forms, arrange food, lodging, and transportation, may include participating in events as on-site staff.
- Complete Chrome River Reports for expenditures.
- Maintain departmental records, ensuring compliance with State and University records retention policies, including the preservation of confidential and sensitive information, files and documents.
- Assist with projects within the Research Organization.
- Open and distribute daily mail.
- Maintain office supply inventory which includes filling copier, keeping office area clean, and stocked with supplies.
- Utilize MSUSmartbuy to order supplies and create contracts.
- Provide administrative back-up to the Executive Assistant to the Vice President for Research as needed.
- Perform other administrative and office management duties in support of the RED office and its reporting units as assigned.
Required Qualifications – Experience, Education, Knowledge & Skills
- Progressively responsible administrative work experience with emphasis on customer service in a main office setting, or an equivalent combination of relevant education and/or experience.
- Demonstrated experience with general office procedures such as answering the phone; greeting in-person visitors; creating, proofing and editing business correspondence; scheduling meetings; distributing mail; and communicating detailed information, verbally and in writing, in an effective and diplomatic manner.
- Demonstrated competence in using standard office equipment, personal computers and software, such as word processing, spreadsheets, electronic calendars, and e-mail. Microsoft Office Suite preferred.
- Demonstrated competence in file maintenance and organization.
Preferred Qualifications – Experience, Education, Knowledge & Skills
- Knowledge of the University system and its organizational structure, regulations, policies, and procedures.
- Administrative experience supporting or interfacing with executive-level personnel.
- Advanced proficiency in Microsoft Word and Excel with experience formatting documents, creating various publications and utilizing mail merge functionality.
- Experience with web-site maintenance and web-page development.
- Demonstrated experience dealing with various groups of individuals and situations with a high degree of tact and diplomacy.
The Successful Candidate Will
- Have the ability to meet deadlines, organize and prioritize workloads in a busy office setting and consistently exercise initiative and good judgment.
- Develop and maintain effective working relationships with a diverse range of constituents both internal and external to the organization.
- Possess a strong customer service focus.
- Exercise adaptability to changing priorities while maintaining a positive, effective and professional approach.
- Appropriately handle sensitive and confidential information.
- Have refined organizational and time management skills.
- Work effectively both independently and in a team-orientated manner, under minimal supervision.
- Represent the Office of Research and Economic Development and its reporting units to others in a professional and courteous manner.
Position Special Requirements/Additional Information
This job description should not be construed as an exhaustive statement 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 with 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 completion of a successful search
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on December 4, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
EEO Statement
Montana State University is an equal opportunity employer. MSU 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, 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.
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.
