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Administrative Associate IV, W.A. Franke College of Forestry and Conservation

University of Montana
Montana, United States
Salary Not Specified
Posted Date
Jul 19, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
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Staff Vacancy Announcement

The W.A. Franke College of Forestry and Conservation invites applications for two (2) Administrative Associate IVs to join their team. This position will coordinate and support W.A. Franke College of Forestry and Conservation (FCFC) including all their programs with the exception of Wildlife Biology Program. This includes but not limited to, developing, organizing, and coordinating the overall direction of the programs working closely with the Program Directors and Chairs as well as providing a high level of administrative support to faculty and students. This position also works with external members of the FCFC community on coordinating and scheduling events.

While College and Departmental policies provide specific direction for some projects, this position is expected to be able to be independent and work under limited supervision and to provide high level of support on complex and unstructured tasks. This position is also expected to take the initiative to develop and improve administrative and programmatic support systems. They will develop marketing materials such as brochures, stickers and pamphlets as well as developing and mailing program packets to prospective students. This position will be responsible for organizing different college and departmental events, working as a liaison between the college and other offices on and off campus such as Human Resources, Business Services, Catering and UC Events. This position is responsible for supporting departmental fiscal affairs, budget planning and budget oversight. This position handles administrative travel, purchasing and assists with student hiring.

This position will supervise student employees working in the office. As well as, following a reasonable training period, they will have working knowledge of the UM policies and procedures, Banner, Grizmart, and U-Approve.

The Administrative Associate IV is highly visible and must use considerable and varied communication skills to represent the departments in written and verbal exchanges. Work requires the use of intellectual analysis and evaluation and the application of professional principles and practices to run departmental operations. Work requires interpretation, discretion, and judgment to resolves procedural problems.

Upon completion of training, the incumbent will have working knowledge to navigate Banner, UMDW, InfoGriz, and Grizmart; as well as knowledge of UM travel authorization and reimbursement policies.

Administrative/Reception Duties
  • Greet and assist prospective students and family members, current students, staff, faculty and general public.
  • Work with Admissions to schedule prospective students visits.
  • Maintain calendars via Outlook.
  • Provide various program info for recruitment
  • Issue key cards and griz card access for faculty, staff and students.
  • Assist and train students and faculty with travel processes and paperwork and maintain records.
  • Schedule rooms.
  • Make travel arrangements for faculty, students, speakers and guests.
  • Support PI’s in completion of hiring documents for hourly wage and field assistants.
  • Collect faculty syllabi each semester and check for accessibility.
  • Cover and support main office and other admins when needed.
  • Communicate and coordinate with faculty to find space for grad students.
  • Prepare and maintain FEC paperwork for faculty.
  • Update course schedules.
  • Process work orders.
  • Manage grant reporting as needed.
  • Scheduling Zoom meetings on behalf of the Director.
  • Student assistance and tracking, including but not limited to updating email lists each semester.
  • Prepare department meeting materials, including agendas and minutes.
  • Reserve vehicles for field courses.
  • Maintain contact and affiliate lists.
  • Maintain web content management system.

Accounting Duties
  • Pay invoices and make purchases as needed.
  • Prepare and maintain annual fieldtrip budgets.
  • Organize and maintain records for annual faculty retreat.
  • Prepare proper forms for events and job searches.
  • Prepare reimbursement documents.
  • Provide Pro card receipts for the accounting department all purchases with indexes and approvals.
  • Budget oversight including ability to help prepare annual departmental budget and monitor expenditures during the fiscal year;

Program Duties
  • Assist with marketing decisions regarding program related pamphlets, stickers, brochures, booklets and other hand-outs.
  • Track and maintain updates to the program web pages.
  • Assist and track recruitment communications with prospective students: follow-up phone calls and emails.
Required Skills
  • Organizational skills, scheduling, ability to maintain detailed information, ability to multi-task and handle multiple priorities simultaneously.
  • Ability to work with diverse groups of individuals and provide positive customer service.
  • Effective interpersonal relationship/teamwork building and communication skills, commitment to customer service, adaptability, and ability to effectively problem solve.
  • A high level of professionalism and the ability to represent FCFC to multiple audiences.
  • Experience working with various software, including Microsoft Office, Outlook, and Zoom.
  • Excellent oral and written communication skills.
  • Knowledge or ability to learn of University, College, and departmental policies, procedures, organizational structure, and mission.
  • Knowledge of or ability to learn Moodle, Banner, UMDW, InfoGriz, Submittable, U-Approve.
  • Ability to research and compile data.
  • Knowledge of office equipment such as fax, copier, and printer.
  • Ability to maintain confidential records and adhere to FERPA requirements.
  • Ability to maintain, reconcile and resolve bookkeeping transactions in conjunction with FCFC accounting staff as well as maintain field trip budgets.
  • Ability to make sound decisions based on program’s long-term goals.
  • Knowledge of or ability to learn how to use Grizmart and run Banner budget related inquiries and transcripts, etc.
Minimum Required Experience
  • High school diploma or equivalency and two (2) years related work experience; or any combination of experience and education that provides the competencies necessary to successfully handle the duties and responsibilities assigned to the position.
Preferred Qualifications
  • College degree (or equivalency) in addition to three (3) years of related experience; or any combination of experience and education that provides the competencies necessary to successfully handle the duties and responsibilities assigned to the position.
About the W.A. Franke College of Forestry and Conservation and UM

Through innovative teaching, research, and service, the W.A. Franke College of Forestry and Conservation empowers society and its future leaders to better understand and more effectively conserve, restore, and sustain complex social-ecological systems in the Rocky Mountains and beyond.

The W.A. Franke College of Forestry and Conservation staff provides services to faculty, staff, students, the University campus and the general community through accounting, administrative, information technology, and academic and field properties support. We provide this in an environment that fosters trust, integrity, teamwork, positive communication, and a sense of belonging in an expedient, professional, courteous, competent, and respectful manner. We do this because we believe in the larger W.A. Franke College of Forestry and Conservation mission and vision.

The University of Montana is flagship, research institution with approximately 10,000 undergraduate and graduate students. It is located in Missoula, a culturally vibrant community of about 75,000, surrounded by mountains and three rivers converge. 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: Admin Assoc IV

Position Number: 292650, 070180

Department: College of Forestry

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: $16.946/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: Wednesday, August 17, 2022, by 11:59 PM (Mountain Time)

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

*Please note, only five (5) attachments allowed per application. Please combine documents accordingly.

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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