Real Estate & Contract Associate

Montana State University

  • Montana
  • $21.99 per hour
  • Permanent
  • Full-time
  • 5 days ago
Position InformationAnnouncement Number STAFF - VA - 26103
For questions regarding this position, please contact:Aurora Dreyer406-994-5335
Classification Title Program Coord II
Working Title Real Estate & Contract Associate
Brief Position OverviewThe Real Estate & Contract Associate reports to and assists the MSU Real Estate Manager with lease administration, property management, real estate reports, and real estate process development and documentation. Additionally, the Associate will support University Facilities Management by supporting the Contracts unit with service contracts, project contracts and other contractual documentation for engaging our external business partners.
Position Number 4M0268
Department Campus Planning, Design & Construction
Division University Services
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 Minimum $21.99 per hour, commensurate with experience, education, and qualifications
Contract Type Classified Salary
If other, please specify
Recruitment Type OpenPosition DetailsGeneral StatementThe Montana State University Real Estate program is located within the Central Operations group of University Facilities Management (UFM). UFM supports the University through managing buildings, grounds, utilities, capital construction and environmental health and safety. The Real Estate program engages with university and community stakeholders to facilitate locating, securing and maintaining leased spaces, manages purchase and sale transactions, tracks property taxes and real estate financial matters, reporting in addition to drafting and managing easements, MOU's and storage agreements with associate management of those elements. Securing related service contracts for property management as well as for other desired services within the facilities management and capital construction arenas also fits within Central Operations.
Duties and ResponsibilitiesAssist Real Estate Manager with:
  • Lease and Agreement Administration
  • Perform market research on real estate opportunities.
  • Manage and track real estate transaction data within the FM Systems enterprise information system and other software, including leases, easements, memorandums of understanding, and intra-university property use agreements.
  • Manage associated records and copies and respond to requests for same.
  • Create real estate key indicator reports and respond to customer reporting requests by performing needs analysis related to desired information, how and where to query for the needed data, and how to provide the data to clients in a usable form and timely manner.
  • Partner with University accounting and budget personnel to provide lease/agreement-related financial information, and to facilitate tax tracking and review to align with MSU's not-for-profit status.
  • Partner with Safety & Risk Management department to ensure contract review for insurance coverage verification and to facilitate certificate of insurance provision as part of the lease management process.
  • Partner with the GIS and Mapping team to ensure Clery Act reporting requirements on leased properties are met.
  • Property Management
  • Identify and address 3rd party tenant needs, party responsible to meet needs, and successful resolution to needs.
  • Assist with vendor management and work control for service contracts to identify and resolve issues related to contracted service provision and complaint resolution.
  • Partner with University Space Management and Safety & Risk Management to assess whether potential 3rd party tenants uses are aligned with available space to let.
  • Real Estate Program Processes
  • Partner with stakeholders to create process maps for Real Estate program needs such as requesting a lease, processing an easement, etc.
  • Develop appropriate checklists, forms and procedures to make consistent processes that serve customers in a timely, accurate, consistent manner.
  • Provide University Facilities Management Contract and Administrative Support
  • Partner with stakeholders in Utilities & Engineering, Facilities Services and Planning, Design and Construction to create contracts for engaging external contractors.
  • Identify appropriate scope, obtain information required for completing contract templates, route for electronic signature, and file appropriately for recordkeeping.
  • Communicate status to stakeholders in a timely, customer-service-oriented manner.
  • Administrative Support for UFM
  • Perform high-level administrative support duties for UFM as requested
Required Qualifications - Experience, Education, Knowledge & Skills * Associate's degree in business or a related field such as property management, brokerage/real estate, accounting, and legal studies and 2 years relevant experience, or equivalent combination of education and experience.
  • Knowledge of real estate leases and contract contents.
  • Demonstrated customer service skills.
  • Demonstrated ability to prioritize multiple work assignments, meet deadlines, and adapt to constantly shifting priorities.
Preferred Qualifications - Experience, Education, Knowledge & Skills * Experience in a large public entity.
  • Demonstrated experience with enterprise information systems such as AppFolio, Banner, FM Systems, School Dude, AiM or similar.
  • Demonstrated experience in property management.
  • Demonstrated skills in written and oral communication.
  • Proficiency in MS Office 365 suite.
The Successful Candidate WillPossess the ability to provide excellent customer service, attention to detail, and timely response to inquiries and tasks, and represent University Facilities Management to stakeholders in a positive, professional, customer-focused manner.
Position Special Requirements/Additional InformationIn accordance with MSU policy, hiring will be conditional upon successful completion of a pre-employment background check.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 DemandsTo 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? NoPosting Detail InformationNumber 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 September 15, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.Special Instructions
EEO StatementMontana 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.Applicant DocumentsRequired Documents * Resume
  • Cover Letter
Optional Documents

Montana State University