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Administrative Associate IV, College of Education

University of Montana
Montana, United States
Salary Not Specified
Posted Date
Aug 10, 2022

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Position Type
Faculty Positions, Education, Education Administration & Leadership, Other Education, Administrative, Academic Affairs, Academic Administration
Employment Level
Employment Type
Full Time
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Staff Vacancy Announcement

The Phyllis J. Washington College of Education invites applications for an Administrative Associate IV to join their team. Reporting to the Director of Finance and Operations for the College of Education, the Administrative Associate IV will work as part of an administrative team made up of another Administrative Associate IV, a Budget Analyst, and the Director of Finance and Operations. Main responsibilities will include providing excellent service and programmatic support to the Dean’s Office and three academic departments within the College of Education: Educational Leadership, Teaching & Learning, and Counseling. Each day will be different and stimulating, and the energy in the office will be positive and fun! Responsibilities include but are not limited to:

  • Serve as office manager for the College Administrative Suite to include prioritizing and directing workflow from walk-in traffic, incoming calls and the College email account, purchasing supplies, reconciling monthly supply orders, creating and maintaining email distribution lists, and maintaining copy machines
  • Be physically present each day to ensure excellent service to students and other college constituents
  • Maintain an astute awareness of all matters of importance that require the attention of the Dean, Associate Dean, and Department Chairs
  • Follow up on information requests by referral to the appropriate department or through investigation and research to gather information for more complex inquiries
  • Book and manage travel arrangements as needed
  • Responsible for the planning and execution of college events, developing reports, and producing materials for meetings
  • Support efforts as they relate to college accreditation
  • Manage scholarship process
  • Manage multiple highly complex and wide-ranging projects simultaneously
  • Work independently to prioritize, plan, coordinate and oversee numerous communications functions with both external and internal entities
  • Cultivate and maintain professional relationships with key constituents including University faculty, staff, and administrators, current and prospective students, P-12 school partners, and other external stakeholders including alumni and donors as the first point of contact for the CoE
  • Collaborate with UM’s Conference and Event Services to schedule College rooms for events
  • Responsible for room scheduling of classes, co-curricular activities, and meetings for three departments and four specialty units in the College as well as out-side entities that want to book events in our building
  • Support college outreach and promotion efforts
  • Write press releases and compose, edit, fact check, and manage the distribution of various other forms of communication from the College of Education
  • Assess and support the overall College online presence to maintain alignment with College and University of Montana vision and protocol
  • Complete College website updates and maintenance
  • Coordinate the planning and implementation of meetings and events for the College Development Advisory Board, College Advisory Council, and Professional Education Council
  • Assist with the maintenance of all support materials, file copies and electronic document catalogs.

  • Meet with department chairs as needed to discuss and address departmental needs
  • Work with college advisors on recruitment and retention efforts as needed
  • Assist department chairs with course scheduling and curriculum changes at the beginning of each semester, and communicate scheduling changes to Registrar’s Office
  • Pull ad hoc reports on course enrollment, student applications, and trends in recruitment and retention for use by Dean and Department Chairs
  • Assist with student evaluation process for undergraduate courses
  • Attend departmental meetings and take notes when necessary
  • Collect and archive syllabi with the Mansfield Library each semester
  • Support coordination of student internships, professional development workshop series, and ISEC program
  • Other duties as assigned
Upon completion of training, the incumbent will develop:
  • Advanced knowledge and experience with the University of Montana’s databases and systems
  • Knowledge of the College and University and the roles performed by others in the unit and across campus; build networking skills
  • Understand college program offerings, and UM policies and procedures to be able to best help College of Education students and faculty
  • Knowledge of FERPA regulations
Required Skills
  • Knowledge of standard office practices and procedures: business English, spelling, grammar, punctuation, composition and good communication skills
  • A positive and constructive attitude, ability to interact patiently and respectively with co-workers and be a team player
  • Ability to take initiative in identifying and solving problems
  • Strong attention to detail and follow-through
  • Demonstrated ability to work independently and efficiently
  • Strong planning and time management skills; ability to meet deadlines
  • Adaptability and capacity to meet challenges and learn new skills with positivity
  • Ability to establish positive and effective working relationships with students, staff, faculty and administration
  • Proficient in the use of computer software and basic office technologies
  • Ability to learn basic budgeting principles and practices
  • Ability to maintain discretion
Minimum Required Experience
  • High school diploma and three (3) years of experience or an equivalent combination of education and experience.
Preferred Qualifications
  • Bachelor’s degree
  • Experience in the use of UM-specific systems (UMDW, Banner, GrizMart, U-Approve, etc.)
  • Ability to work independently and take initiative.
  • Strong interpersonal, communication, organizational, and critical thinking skills
  • Ability to work well with diverse groups of people
  • Vision for ways of improving efficiencies and outcomes with existing processes
About the Phyllis J. Washington College of Education and UM :

The Phyllis J. Washington College of Education shapes professional practices that contribute to the development of human potential. We are individuals in a community of lifelong learners, guided by respect for knowledge, human dignity and ethical behavior. To advance the physical, emotional and intellectual health of a diverse society, we work together producing and disseminating knowledge as we educate learners.

College of Education Vision:

We are a community of learners that improves educational realities and changes lives.

Teaching & Learning Mission:

At UM we prepare students to become quality educators at every level who are ready to teach, serve, and lead. Through our innovative curriculum models and extensive clinical experiences, our students receive the highest caliber education.

Educational Leadership Mission:

The Department of Educational Leadership empowers individuals to challenge the future by preparing professionals for leadership based on research of best practices, helping individuals to see a better future, developing a future focused role for leaders, preparing leaders to invent their future and the future of others, influencing individuals to realize what could be, preparing people for an uncertain world, preparing leaders to realize a better future, and applying theory to practice.

Counseling Mission:

Our mission is to foster a learning environment where personal awareness and professional identity are paramount. We train students to be reflective and practice with integrity. Our graduates develop holistic and developmentally informed understandings of the people they serve and empower them in ways that instill hope, embrace diversity, and create optimal wellness.

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: 035200

Department: College of Education

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 24, 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

*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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