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Administrative Associate III , Native American Studies Department

University of Montana
Montana, United States
Salary Not Specified
Closing date
Sep 8, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Employment Type
Full Time
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Job Details

The Native American Studies Department (NAS) at the University of Montana (UM) invites applications for an Administrative Associate III. The person assigned to this position is responsible for the overall smooth operation of the NAS Department and the Payne Family Native American Center (PFNAC). This position requires managing the front desk, handling and prioritizing incoming calls, providing community members with background information on the Payne Family Native American Center and constitutionally mandated American “Indian Education for All” essential understandings. Generally serving as first point of contact for students, faculty, staff, and community and other visitors to PFNAC, the administrative associate will also be expected to serve as a resource for people who utilize the building.

The Administrative Associate III maintains files and office equipment, and places orders for supplies and manages inventory. In addition, they oversee booking of PFNAC rooms and provide support for public events as appropriate and possible. The role oversees work-study students and temporary employees, tidies and organizes common spaces, and performs other duties as needed to support the department.

The incumbent in this position works closely with the NAS chair and collaborates with the American Indian Student Services staff to ensure that the PFNAC runs adeptly. The incumbent will acquire the ability to track donor accounts, in relation to NAS-administered scholarships and other fund accounts, and prepare periodic statements; assistance with continuing education events, community workshops and departmental and UM admissions and recruitment events; assist in maintaining the NAS website; oversee the faculty evaluation process; maintain curricular records; and coordinate inter-departmental as well as intra-departmental operations and activities. The incumbent will be provided training to develop working knowledge and understanding of university policies and procedures; specialized UM software such as Banner and 25Live; basic bookkeeping, Excel spreadsheet; and the missions, programs, and histories of PFNAC, NAS, and AISS.

Required Skills
  • Excellent communication and interpersonal skills
  • Demonstrated knowledge of professional office practices and procedures; business English, spelling, composition and grammar, including the ability to write, edit and layout documents in a variety of formats suitable for the intended audience
  • Ability to handle and prioritize incoming calls, phone messages, and written communications pertaining to the NAS Department and the PFNAC
  • Ability to maintain files, databases, and office equipment
  • Ability to monitor and maintain electronic records system
  • Ability to work with others in promoting student support, recruitment, and retention
  • Ability to track donor and scholarship accounts and prepare periotic statements
  • Ability to provide information to the public regarding the Tribes of Montana and Indian Education for All seven essential understandings.
  • The capacity to manage a space that is utilized by a variety of groups, and an ability to work with and supervise and assist diverse groups and their needs in that space.
  • Demonstrated organizational, time management and multi-tasking skills, and ability to meet deadlines in a busy environment
  • Ability to take initiative, work independently and problem solve

Minimum Required Experience
  • High School diploma (or equivalency) and three (3) years of related experience or an equivalent combination of education and experience.

About UM

The University of Montana is a unit of the Montana University System with over 9,000 students. It is located in Missoula, a culturally vibrant community of about 72,000, surrounded by mountain grandeur which was recently ranked in the “ top 20 best college towns with a population of less than 250,000 ” by the American Institute for Economic Research and ranked 9th in Outside Magazine’s “ The 16 Greatest Places to Live in America” in 2014 . Many national publications recognize Missoula for its high quality of life . Abundant recreational opportunities in surrounding state and national forests and nearby Glacier National Park and Yellowstone National Park complement a thriving intellectual atmosphere. 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.

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.

Position Details

Position Title: Administrative Associate II

Position Number: 030000

Department: Native American Studies

Work Schedule: Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, 12 months/year.

Salary: $14.605/hrCurrent employee’s rate of pay for this position will be determined by the staff compensation plan and will minimally be this posted salary. For questions and details regarding the staff compensation plan, email the Compensation Department .

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: Sunday, August 1 , 2021 by 11:59 PM (Mountain Time)

Candidates are required to submit the following materials online via "New Resume/CV" button below

A complete application Includes:

  1. Letter of Interest – addressing your qualifications and experience related to the stated required skills for the position.
  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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