Administrative Associate I, UM Housing



UM Housing invites applications for an Administrative Associate I . This position is responsible for performing administrative support functions for the University Villages, Lewis and Clark Village, and UM Housing Office. Specific duties include, but are not limited to:

  • Assisting residents and visitors at the UM Housing Office and Area Desks
  • Signing out and inventorying keys/access cards
  • Assisting with checking in residents, which includes reviewing policies and procedures, obtaining signatures on a variety of documents, and issuing keys/access cards
  • Assisting with checking out residents, which includes following proper check-out procedures and verifying return of keys/access cards
  • Answering phone calls and emails, and providing general information
  • Taking information from residents and maintenance crews to create and process work orders
  • Updating and completing work orders
  • Checking out equipment borrowed by residents and doing follow up on the return of the equipment
  • Completing regular audits of keys, access, cards, equipment, packages and any other desk related items or processes occurring at area or satellite desks as directed
  • Assisting with Summer Programs
  • Processing mail and packages at multiple area and satellite desks as needed
  • Providing general administrative support and assisting with filing, scanning and other assigned administrative projects as required
  • Assisting with other departmental tasks as assigned


This position has the following physical demands:

  • Mail distribution will frequently require lifting and moving large, heavy packages up to 40 pounds each
  • Visiting multiple residence hall desks or UM Housing offices throughout the day to complete regular tasks, pick up or deliver departmental mail, or complete assigned work. Work location may not remain consistent depending on the operational needs of the department


Required Skills
  • Ability to follow written and/or oral instructions
  • Ability to maintain an organized, safe work environment
  • Proven ability to set priorities, delegate tasks, and pay close attention to detail
  • Demonstrated organizational and time managements, and multi-tasking skills and ability to meet deadlines in a demanding environment
  • Ability to learn new technologies and related equipment
  • Ability to work with little direct supervision and ability to effectively set priorities while utilizing good time management practices, work well both independently and with others
  • Ability to create system of accountability for all assigned work to easily communicate to supervisor what work is being done throughout the day and that all required work is completed
  • Ability to maintain confidentiality or records and information
  • Thorough knowledge of office procedures and practices and desktop computing experience, including word processing and/or data processing
  • Ability to understand and follow specific instructions or multi-step procedures, perform simple mathematical computations and code or complete routine documents and forms
  • Ability to coordinate work schedules with staff, students, faculty, and guests and visitors to ensure that both customer and building needs are met
  • Demonstrated skill in the use of basic office equipment
  • Ability to communicate both orally and in writing with staff, faculty, students, guests, and visitors of the University of Montana
  • Must possess essential customer service skills such as listening, acknowledging, and responding
  • Demonstrated skill in the use of personal computer and related work processing, database, spreadsheet and financial software, with the ability to learn new software
  • Knowledge of standard office practices and procedures, business English, grammar, spelling, composition, and punctuation
  • Ability to work efficiently in a shared office space with distractions and interruptions


Minimum Required Experience
  • High School diploma and one (1) year of relative administrative experience or an equivalent combination of education and experience.


About UM Housing and UM

UM Housing provides safe, clean, healthy, and affordable living and learning facilities that fosters an inclusive community living environment for students, staff, faculty, and guests. UM Housing manages three areas: Residence Halls, Lewis and Clark Village, and University Villages, which provides a variety of housing options for single students, students with dependents, and University guests. Services provided in these facilities support and nurture educational experiences and personal development at the University of Montana.

The University of Montana is an Affirmative Action/Equal Opportunity employer and has a strong institutional commitment to the principle of diversity in all areas. In that spirit, we are particularly interested in receiving applications from a broad spectrum of qualified people who would assist the University in demonstrating its five priorities for action : Place student success at the center of all we do; drive excellence and innovation in teaching, learning, and research; embody the principle of “mission first, people always"; partner with place; and proudly tell the UM story.

Nestled in at the base of Mount Sentinel and on the banks of the Clark Fork River, UM campus is described as one of the most beautiful in the US. The region boasts unparalleled year around recreational opportunities and a vibrant arts and culture community. UM offers a unique opportunity for professional growth in a magnificent environment. The University of Montana offers eligible employees a generous benefits package that positively separates UM from other local employers and offers many programs and policies to support work-life balance for its employees.

UM provides a culture that values hard work, intellectual curiosity, diversity, collegiality, innovative thinking, and teamwork, making it a great place to grow and develop professionally. Located in the heart of western Montana’s stunning natural landscape, UM attracts first rate teachers, researchers, and students from around the world. A city within a city – with its own eateries, stores, medical facilities, banking and postal services, and zip code – UM has an increasingly diverse population and rich culture.



To learn more about the University of Montana, Missoula, and the State of Montana, please visit the links below.


Position Details

Position Title: Administrative Associate I

Position Number: 103400

Department: UM Housing

Work Schedule: Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 4:30 pm, 12 months/year.

Salary: $12.42/hr

Union Affiliation: FOCUS-MFPE

Probationary Period: Six months minimum

Benefits Include : Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.

Criminal Background Investigation is required prior to the Offer of Employment In accordance with University regulations, finalists for this position will be subject to criminal background investigations. ADA/EOE/AA/Veteran's Preference Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. References: References not listed on the application materials may be contacted; notice may be provided to the applicant. Testing: Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to essential job functions. Employment Eligibility: All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).


How to Apply

Priority Application Date: Wednesday, June 16, 2021 by 11:59 PM (Mountain Time)

Complete applications received by the ‘Priority Application Date’ will be guaranteed consideration. The position will remain open until filled. Candidates are required to submit the following materials online.

A complete application Includes:

  1. Letter of Interest – addressing your qualifications and experience related to the stated required skills for the position. A general letter salutation such as “Dear Search Committee” or “Dear Hiring Manager” is acceptable.
  2. Detailed Resume – listing education and describing work experience
  3. Professional References – names and contact information for three (3) professional references

Job Location Missoula, Montana, United States
Position Type Full-Time/Regular

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