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Administrative Associate III, Division of Biological Sciences

The Division of Biological Sciences department invites applications for an Administrative Associate III . This is a complex position that must monitor and organize many things at the same time. The Admin Associate manages the DBS office, acting as a contact person for the Associate Dean, faculty, graduate students, and other staff. This position acts as liaison with other campus departments and performs some undergraduate advising duties in absence of the part-time professional undergraduate advisor and the DBS front desk person. They will have general front desk responsibilities, such as greet visitors, respond to questions, direct visitors to appropriate personnel, and other duties. The candidate hired to this position will be a resource for safety and emergency guidelines and first report paperwork. Additionally, they will be responsible for recruiting, training, and supervising one to two work-study students.

The Administrative Associate position responds to inquiries from prospective students regarding three different graduate programs and provides support to three DBS graduate program directors. They will be required to maintain and access a data base of current graduate students and coordinate graduate and undergraduate scholarship applications and awards. They will coordinate the prospective graduate student application process and audit graduate student progress annually. This position will also assist with writing TA/RA contracts for graduate students across all three graduate programs. The candidate hired to this position will advise DBS faculty and graduate students in DBS and Graduate School procedures and regulations and track graduate student progress toward degree.

This position also coordinates the DBS faculty evaluation process (35 tenure line faculty, 3 lecturers, and approx. 9 research faculty members) and must develop an in-depth knowledge of the faculty evaluation process. The candidate hired to this position must possess the ability to analyze data and provide Associate Dean with statistics for reports, and develop thorough knowledge of the Registrar’s Office policies and procedures for adding, deleting, and changing classes. This position provides administrative support to DBS faculty members and takes minutes at two graduate program faculty meetings, backs up receptionist taking minutes for third program and backs up Admin Assoc. Manager taking DBS faculty meeting minutes.

This position requires incumbent to develop a working knowledge in:
  • DBS and Graduate School policies, procedures, and/or program regulations and UM policies and procedures
  • Ability to use position specific software including that for Faculty Evaluations, Graduate Student applications, CourseDog, Cyberbear, GrizMart, Cascade, etc.
Required Skills
  • Knowledge of standard office practices and procedures, business English, grammar, spelling, and punctuation
  • Demonstrated interpersonal and communication skills, including customer service and the ability to create and maintain positive relationships with faculty, staff, students, and the general public
  • Organizational and multi-tasking skills with the ability to complete tasks accurately and meet deadlines in a busy environment
  • Demonstrated skill in the operation of personal computers and related word processing, spreadsheet, database, internet and e-mail programs (MS Office Suite), with the ability to learn specialized software programs
  • Ability to use standard office equipment and software
  • Ability to maintain strict confidentiality
  • Ability to create various department related materials (newsletters, reports)
  • Working knowledge of campus registration procedures, deadlines, forms, etc.
  • Proven interpersonal communication and diplomatic skills
  • Ability to answer or direct public questions, and research answers to difficult questions
  • Familiarity with graduate/undergraduate advising protocol and forms.
Minimum Required Experience
  • High School diploma and two (2) years of relevant work experience; or an equivalent combination of education and experience.
Preferred Qualifications
  • Thorough familiarity and knowledge with resources on campus.
  • In-depth knowledge of Graduate School and Division requirements for graduate students to successfully complete their degrees
  • Thorough knowledge of major requirements and both DBS and UM undergraduate advising requirements, procedures, and forms
  • Knowledge of and experience with Student Banner, CyberBear, GrizMart, CollegeNet, and the IPR Moodle software.
  • Ability to aid in recruitment of new students by describing DBS academic program to prospective students and their parents. (These visits are most likely to occur during Spring Break and Summer, when the advisor and many faculty are absent.)
  • Ability to assess students in crisis and determine appropriate steps to take
About the Division of Biological Sciences and UM

The Division of Biological Sciences at The University of Montana-Missoula delivers high-quality academic programs in the biological sciences. The division’s mission includes educating students at all levels from the baccalaureate to the doctoral, so that they develop the knowledge, skills, and attitudes to succeed as professional biologists and as citizens in a rapidly changing world facing challenges and opportunities that include significant biological components; to foster strong research programs that create new knowledge, understanding, and approaches in biology and that enhance the learning environment for students; and to apply biological science to benefit the university, state, region, nation, and the world.

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, please visit the links below.

Position Details

Position Title: Administrative Associate III

Position Number: 016400

Department: Division of Biological 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: $15.50/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 , October 5, 2022 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 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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