Overview
Administrative Support II – Airport Administration Jobs in Billings, MT at City of Billings, MT
Posting Information
Posting Information
Posting Number
2025478
Posting/Functional Title
Administrative Assistant II
University Pay Plan Title
Administrative Assistant II
Location
San Marcos
Department
School of Art and Design
Recruitment Type
Open to All
Job Type
Full-Time
Funding Source
Permanent
Monthly Salary
$3,262.01
Job Category
Non-Exempt
Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.
Proficiency with computer word processing, spreadsheets, database, and other desktop software.
Excellent oral, written, and interpersonal communication skills.
Experience with event planning.
One year of experience as an administrative assistant or in a similar role.
Preferred Qualifications
Experience with marketing, social media management or recruitment processes.
Experience supervising others.
Knowledge of university systems such as Ellucian Banner 9 and SAP enterprise resource planning software, GATO management software, Canvas learning management system, Concur Travel online booking tool, CourseLeaf CLSS curricular management system, Logi Reports reporting tool, and principles of bookkeeping.
Two or more years of experience as an administrative assistant or in a similar role.
Job Description
The Administrative Assistant II provides administrative and general clerical support to the management and staff within a specific division, department, or unit.
Job Duties
Communication & Outreach
Respond to daily emails, including prospective student inquiries
Manage and update the MFA program’s Mailchimp list
Add prospective students to contact database
Add visiting designers to program materials and systems
Produce monthly newsletters for student distribution.
Produce Calls for Applications (twice annually)
Serve as the primary point of contact for the program’s social media postings
Keep the MFA website current and accurate
Support and assist with program recruitment activities.
Greet, screen, and route visitors as needed.
Administrative Support
Manage routine operations of the MFA in Communication Design program with additional support to the School of Art and Design when needed.
Answer the telephone, screen and transfer calls, take messages, and refer callers to other offices as needed.
Manage internal communications, purchasing, invoices, Accounts Payable, P-card, e-NPO’s, guest designer stipends, IDT, and monitor budgets for the MFA program.
Manage and maintain MFA calendar and files, and review for completeness.
Maintain and organize the MFA Teams site
Maintain and organize the MFA Canvas site
Coordinate with faculty and staff on program needs and updates
Route and file Professional Practice proposals and Thesis forms
Manage hiring processes and supervise time records for MFA graduate assistants (all positions).
Process MFA student paperwork related to registration and graduation.
Facilitate consistent communication with students regarding events, meetings, and general support needs.
Assist with student reimbursements
Review MFA purchase orders and invoices, maintain ledgers, and monitor the operating budget’s transactions.
Update degree plans for fall, spring, and summer semesters
Manage and maintain the MFA Handbook
Prepare agendas and take minutes for MFA Faculty Meetings
Event Planning & Coordination
Assist with planning and execution of residency events, including:
Catering and food orders
Tech setup and coordination
Parking arrangements
Lodging and flight bookings for guests
Photographer hiring and coordination
Room reservations and setup
Signage coordination and placement
Coordination of student workers
Knowledge, Skills, and Abilities
Organizational & Time Management
Ability to maintain and manage calendars, academic schedules, and program events with accuracy and efficiency.
Strong time management skills and the ability to prioritize competing deadlines.
Skilled in critical thinking, problem-solving, and decision-making.
Communication & Interpersonal
Ability to work effectively independently and as part of a team.
Ability to work effectively, professionally, and courteously with co-workers, staff, faculty, and students.
Excellent written and verbal communication skills.
Skilled in close and accurate attention to detail.
Ability to prepare clear, concise, and grammatically correct correspondence and documents.
Ability to read, interpret, understand, and apply verbal and written instructions, task-related documentation, and applicable policies and procedures.
Technical Proficiency
Skilled in Microsoft Office Suite and basic database or records management platforms.
Skilled in Zoom and Microsoft Teams communication platforms.
Skilled in social media platforms such as Instagram (or willing to learn quickly).
Event and Logistics Coordination
Experience organizing academic events.
Ability to liaise with vendors for event planning.
Problem-Solving & Adaptability
Proactive approach to identifying and resolving issues.
Flexibility to adapt in a fast-paced, creative academic environment.
Sound judgment and ability to escalate issues appropriately when needed.
Additional Information to Applicants
Job Open Date
05/16/2025
Job Close Date (posting closes at midnight)
06/01/2025
Open Until Filled
No
Normal Work Days
Monday, Tuesday, Wednesday, Thursday, Friday
Normal Work Hours Start
8:00AM
Normal Work Hours End
5:00PM
Posting Notices
Legal and Required Notices
Texas State University is committed to a policy of non-discrimination and equal opportunity for all persons regardless of race, sex, color, religion, national origin or ancestry, age, marital status, disability, veteran status, or any other basis protected by federal or state law in employment, educational programs, and activities and admissions.
Employment with Texas State University is contingent upon the outcome of record checks and verifications including, but not limited to, criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications.
Why work @ Texas State?
Amazing health insurance: various coverage options starting your first day of employment for full-time employees with Texas State paying 100% of the employee premium and 50% for your dependents!
Generous paid time off: vacation, holidays, sick days and many more!
Excellent work life balance resources: mother and family-friendly resources in addition to a comprehensive FREE wellness program
Great training and development opportunities: choose from a variety of classroom and online course offerings, learning resources, certifications, and employee educational support programs.
An inclusive Bobcat community: join our many social networks offered on and off-campus
Retirement peace of mind: TRS pension, retirement plans and voluntary saving options with generous employer contributions
By joining the Texas State Bobcat team, you’ll be a part of one of the most beautiful, welcoming, and growing universities in the nation.
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Title: Administrative Support II – Airport Administration
Company: City of Billings, MT
Location: Billings, MT
