Library Administrative Coordinator

Position Details

Position Information

Announcement Number

STAFF - VA - 27164

For questions regarding this position, please contact:

Christina Trunnell christina.trunnel@montana.edu 406-994-5715

Classification Title Admin Assoc IV

Working Title Library Administrative Coordinator

Brief Position Overview The Library Administrative Coordinator provides high level operational support to the Library Administration offices. If you enjoy providing exceptional customer service to a variety of people, are motivated and organized, and thrive in an environment where priorities change frequently, we want to hear from you!

Position Number 4M1090

Department Library

Division Library

Appointment Type Classified

Contract Term Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA Non-Exempt

Union Affiliation FOCUS-MFPE

FTE 1.0

Benefits Eligible Eligible

Salary $25.04 per hour, commensurate with experience, education, and qualifications

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement The library administration team provides high level support services for Montana State University Library through quality customer service, flexible and creative approaches to supporting and marketing the work of the organization, and outreach across the campus community. The MSU Library has six internal departments with various focuses and specialties. Within those departments, the library has many faculty, staff, and student employees.

The person in this position is an integral part of the office operations, providing crucial support and excellent customer service. This role requires exceptional multitasking abilities, strong communication skills, and a keen attention to detail to ensure smooth operations and effective time management for the various areas this position supports.

Duties and Responsibilities

Office Management and Executive Administrative Support:

• Provide exceptional customer service and management of the office in a knowledgeable and professional manner as the point person for general inquiries.
• Provide high level support for several leaders and teams.
• Webpage Development and Maintenance: review, update, and maintain existing webpages and create new content and webpages.
• Work on special projects as assigned and serve on committees as appropriate.

Donor and Foundation Liaison:

• Serve as liaison to the Friends of the Library Board including: maintaining board policies and processes documentation, keeping minutes and webpages, budget requests and annual budgeting.
• Serve as liaison to the Montana State University Alumni Foundation to: collect budget and expense reports for the Friends Board, collect donor contact information for donor outreach and marketing materials, and more.
• Support the Dean in donor relations and outreach: create donor support letters on a regular basis, maintain donor marketing calendar, create donor relations materials

Program Coordination:

• Provide coordination for administration office management including scheduling of front office coverage, student employee support, point of need queries, and other general needs.
• Provide organization and structure by maintaining supplies organization, marketing templates, files and archival processes of front office materials, etc.
• Support library outreach by coordinating events, assisting with event marketing as needed, collecting materials and resources for events, staffing events, and doing outreach to targeted groups on campus.
• Support library marketing and communications by working with the Communications Committee, ensure material reviews and feedbacks are communicated in a timely manner, attend University Communications meetings to ensure compliance with university processes, work with printing vendors to order and collect marketing materials
• Maintain external partnerships with businesses, local publicity opportunities, and event venue information.

Required Qualifications – Experience, Education, Knowledge & Skills

• Bachelor’s degree or an equivalent combination of relevant education and experience.
• Office experience in an environment which required successfully supporting multiple people with numerous interruptions and/or frequent changes in priorities.
• Demonstrated experience in interpreting and explaining detailed information, both verbally and in writing, to a variety of constituents.
• Demonstrated experience using standard workplace software, especially spreadsheets, word processing, and presentation.

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Advanced proficiency in Microsoft Word and Excel, with experience formatting professional documents, creating attractive publications (e.g., newsletters, marketing materials) and/or utilizing mail merge functionality.
• Administrative experience supporting or interfacing with executive-level personnel.
• Demonstrated experience in web maintenance content development and support.

The Successful Candidate Will

• Ability to establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Excellent communication and interpersonal skills.
• Strong organizational and time management skills.
• Attention to detail, to meeting deadlines, and to prioritizing competing demands.
• Aptitude for problem solving and facilitating the work of others.
• Good judgment and self-motivation.
• Skill at prioritizing, organizing, and working on multiple projects, including organizing, coordinating and managing events.
• Represent the Library 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 without 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 successful completion of a search

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on November 20, 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions This position is not eligible for sponsorship

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.