Employee Name: (deleted)
Department: MSU TechLink
Position Number: (deleted)
Current MAP Band/Title: Admin Associate II
Union Affiliation: MPEA
Length of employment in current position: 16 months
Does employee meet all requirements of current position? Yes.
Current base pay: $(deleted)
Rate of pay after completion (+9%): $(deleted)
Expected date of completion: December 10, 2002
Index Code for additional base pay: (deleted)
Functional Responsibilities:
 Under limited supervision positions at this level perform clerical, financial, and administrative support duties for the department or work unit.
 Work is both task and project oriented, and is generally recurring, often cyclical.
 Work requires interpretation, discretion, and judgment to resolve day-to-day problems.
 Decisions will be made according to departmental guidelines, and University policy and procedures. Scope of work is broader and/or deeper than those positions at Level I.
Specific Responsibilities: a. Support staff by m anaging all aspects of the front desk to include answering and referring inquiries. b. Perform inter or intra-office administrative coordination and problem resolution such as assisting staff with book orders, notifying staff of updated or amended policies and procedures, and ensuring coverage during holidays, sick leave, and emergencies. c. Reconcile and resolve bookkeeping transactions by working with fund accountants to resolve errors or grant accounting office to ensure compliance.
Positions at this level are expected to notice the problem but may need help identifying the error or reason. Prepare
BPAs, issue special checks, purchase requisitions for a large volume of accounts. d. Coordinate logistics for special events and mid-level projects including booking locations, handling refreshments, designing and sending invitations, handling
Functional Responsibilities:
 Under indirect supervision positions at this level perform administrative, financial, and office management duties for the department or unit.
Serves as office manager for the office.
 Work requires interpretation, discretion, and judgment to resolve procedural problems.
 Positions at this level plan and direct administrative activities, develop and organize procedures, and use considerable, and varied communication skills to represent the department in written and verbal exchanges.
 Work requires the use of intellectual analysis and evaluation and the application of professional principles and practices to run departmental operations.
Specific Responsibilities: a. Support staff by providing direction, guidance, and support at an administrative, program, project, and office management level . Main contact for office regarding administrative procedures. Will develop and manage a master calendar for all TechLink professional personnel.
Coordinate travel arrangements for all TechLink professional personnel including arranging the most cost-effective method of travel and submitting travel expense vouchers and BPAs.
Order and maintain office supplies. Respond to public and industry inquiries regarding the
TechLink program. Ensure proper storage and disposition of records and correspondence for entire office. Draft correspondence, reports and technical documents according to general directives. Organize and assist in the planning of events for TechLink. b. Use independent judgment, intellectual analysis, and evaluation when researching potential client companies to obtain critical information, identify available patents, review and analyze essential data to determine if company would benefit from

reservations, assisting with lodging, and gathering/stuffing handout materials. e. Research problems for staff such as how to re-organize work space and how much it will cost to re-wire computer access. f. Run reports from computer databases such as using MS Access to gather information from Banner (e.g. running population selections to send mass mailings). g. Perform administrative duties such as compose and create correspondence, reports and presentations. h. May serve as departmental software/PC
“expert” and create Power Point presentations, flyers, and handouts. i. Organize and maintain appropriate records and filing systems for distinct categories of information for the TechLink Business
Manager. j. Accurately process Contracted Service
Agreements, getting proper signatures, and following each involved department’s procedures. k. Monitor and maintain monthly time sheets, payroll documents and personnel transaction forms. Administer online reporting of Time and Efforts.
TechLink’s services and programs. c. Supervise, train, and direct part-time administrative support position and student programmer position by participating in hiring, providing training, assessing workload demands, organizing resources, and determining priorities, methods, procedures, and deadlines for department or unit. d. Liaison to campus community, sponsors, and companies. Develops and maintains systems to remain abreast of all applicable University, federal, state laws, and policies and procedures.
Interprets applicability of policies to TechLink and
TechLink clients and implements and coordinates policy adherence. e. Track information and interpret data to determine the best methods and procedures to conduct departmental business. This includes assessing current and future needs of TechLink programs, developing plans in conjunction with Tech
Transfer Managers at TechLink, implementing plans and creating programs to ensure accurate, timely, and efficient data storage and retrieval for the changing needs of the TechLink programs.
f. Reconcile all TechLink accounts including researching and correcting errors. Reconcile departmental purchasing cards, obtain proper documentation and submit monthly report. g. Establish a process to adequately monitor the status of TechLink Contracted Services by completing an established database and creating reports. Work with MSU central administration to streamline approval process of CSAs. h. Research, gather and compile Information to analyze and produce reports or documents such as TechLink economic impacts in Montana and the region, and goals and successes on TechLink
Procurement Technical Assistance Center program, Federal Form 1806. i. Design/build web page for department/unit. May assist staff members with personal web pages.
TechLink web page is updated by the student programmer under this position”s direction. Will provide updates directly to web page. j.
Under TechLink’s Procurement Technical
Assistance Center program (PTAC), will assist clients with applying government procurement classification systems to client goods and services to maximize clients marketing opportunities.
k.
Under TechLink’s PTAC program, learn, develop, and sift through initial data set to determine what is appropriate for data entry, enter data, maintain, train others in the governmental database required for quarterly report of program goals and successes.

Knowledge/Skills/Abilities:
 Demonstrated knowledge and skill in Word processing, spreadsheet, database, presentation, and WEB update operations and software
 Ability to resolve problems that involve several people who may be in conflict.
 Skill at researching problems, errors, and needs including historical, interdepartmental, and web-related issues/applications.
 Ability to perform reconciliation of departmental accounts in Banner and to work within established University, State and/or grant guidelines in a variety of financial and operational situations, using judgment to solve routine problems.
 Ability to identify, analyze, and evaluate relationships such as available budget for expenditures.
Knowledge of supervisory practices, good organization, and coordination skills.
l.
Responsible for submitting quarterly PTAC report of program goals and successes. m.
Gather documents, formats, and disseminate data for funding proposals and annual reports, which includes importing technical formulas, graphics, and image files, determining appropriate attachments and supporting documents for proposals, annual reports and correspondence.
Knowledge/Skills/Abilities:
 Considerable knowledge and skill in advanced
Word processing, spreadsheet, database, presentation, and WEB update operations and software including Access, HTML, and JAVA.
 Knowledge of departmental, University, State, and Federal rules and regulations governing record keeping and budgeting.
 Ability to gather, and interpret information and make sound recommendations.
 Supervisory knowledge of recruiting, training, discipline, and the ability to provide meaningful goals and performance reviews.
 Ability to make and oversee short-term decisions in relation to department or unit’s long-term goals.