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Administrative Associate III, College of Humanities and Sciences

University of Montana
Montana, United States
Salary Not Specified
Posted date
Aug 6, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
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The College of Humanities and Sciences invites applications for three (3) Administrative Associate IIIs . The person assigned to this position provides support for more than one work unit or group of departments by performing routine clerical and administrative functions, as well as unusual or less common due to the complexity from supporting multiple disciplines.

Under indirect supervision, the person assigned to this position serves as the first point of contact for faculty, students, staff, administrators and visitors to multiple departments and requires basic organization and skills in coordinating projects. This position may include direct supervision of student workers, however the person assigned to this position is not responsible for the supervision or management of classified staff members or contract professional employees.

Duties of this position include, but are not limited to:

  • Office administrative and receptionist duties, such as answering phones, etc.
  • Drafting or editing correspondence, organizing and maintaining paper and electronic files, running and formatting reports, and providing more complex information to internal and external customers, including students, faculty and other staff as well as the public.
  • Organizational tasks such as
    • Generating and maintaining reports of office hours, class schedules and enrollment numbers each semester.
    • Requesting rooms for courses and special events.
  • Distribution and collection of student evaluations of faculty and classes at the end of each semester.
  • Collecting electronic copies of syllabi each semester, ensuring accessibility and availability online
  • Providing administrative support during the faculty evaluation process
  • Coordinating other department events and maintaining department communication through email, bulletin boards, social media, etc.
  • Responsible for ordering supplies, maintaining inventory, copy machine maintenance, departmental copying and maintenance of department files

This position requires incumbent to develop the skills and working knowledge of:

  • The specific departments assigned to them and be able to make decisions based upon knowledge of courses, degree requirements, and faculty.
  • Banner, InfoGriz, Cyberbear and Ponderosa.
  • The ability to facilitate change that results in more effective and efficient processes as needs change and grow.
  • The ability to coordinate and prioritize projects and events.
  • Participation in developing policies and procedures that ensure compliance with department, university, state, and/or federal policies, procedures, and/or guidelines
    • May implement those policies by creating and maintaining a policy and procedures manual for the department as well as training/educating all employees regarding changes, amendments and new developments.

Required Skills
  • Knowledge of professional office practices and procedures; business English, spelling, composition and grammar, including the ability to write, edit and lay out documents in a variety of formats suitable for the intended audience
  • Demonstrated interpersonal, public relations and communication skills, including the ability to work with a diverse group of individuals at all levels in the UM organization
  • Ability to maintain and/or develop efficient processes that collect, interpret, manage, organize, assemble and maintain electronic and physical filing systems for all areas of the department
  • Demonstrated skill and ability in the operation of personal computers and related word processing, spreadsheet and database software; must possess ability to learn quickly and utilize new/proprietary software programs
  • Ability to operate standard office equipment: printers, copiers, fax machines, multi-line phone systems
  • Demonstrated organizational, time management and multi-tasking skills and ability to meet deadlines in a busy environment; well-developed ability to produce timelines and meet stringent deadlines
  • Proven ability to set priorities, delegate tasks and pay close attention to detail
  • Familiarity with university policies and procedures
  • Ability to synthesize and analyze complex information and discern trends for reporting purposes
  • Ability to multi-task, make good judgement and manage multiple projects concurrently
  • Ability to coordinate inter- as well as intra-departmental operations and activities
  • Ability to take initiative, work independently and problem solve
  • Ability to maintain confidentiality of records and information
  • Excellent customer service skills

Minimum Required Experience
  • High School diploma (or equivalency) and three (3) years experience or any combination of experience and education that provides the skills necessary to discharge the assigned duties and responsibilities successfully.

Preferred Qualifications
  • Experience in higher education
  • Working knowledge of Microsoft Office Suite
  • Knowledge of UM computer programs such as InfoGriz, UMDW, Banner, Cyberbear

About the College of Humanities and Sciences & UM

The mission of the College of Humanities and Sciences is to pursue academic excellence by providing unique educational experiences through integration of the liberal arts, graduate study, and professional training with international and interdisciplinary emphases. As the intellectual core of the University of Montana, we fulfill the central purpose for which the University was chartered in 1893 by providing a liberal education and integrated knowledge of the humanities and the sciences. In doing so, we promote:

  • The transformative power of education, in which knowledge and understanding is created through active learning, research and creative scholarship;
  • Intellectual and human diversity, so that respect for different points of view is encouraged and students, faculty, and staff realize their full potential;
  • Global perspective and engagement;
  • A safe and respectful learning and workplace environment; and
  • A sustainable future for our local, state, and global communities.

The University of Montana is a flagship, research institution 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.

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

Position Details

Position Title: Admin Associate III

Position Number: 017460; 013960; 013910

Department: College of Humanities and Sciences

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

Application Deadline: Wednesday , September 29, 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. 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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