Administrative Associate IV, Office of Student Success

Application instructions are located at the bottom of the page. Please apply directly through the University of Montana's career portal UM Jobs at https://umjobs.silkroad.com/ for positions at the University of Montana – Missoula, University of Montana Western (Dillon), and Helena College. Do not apply through Indeed.com or use easy apply through Indeed.com * .

The Office of Student Success (OSS) invites applications for an Administrative Associate IV to join their team. This position supports external staff members including members of the academic advising community as a constant source of information for OSS resources and programming. This position is a primary point of contact for academic advising triage for students and their parents, faculty, and staff. Internally, this position provides student success-related triage assistance and manages student appointment schedulers.

The office environment experiences periods of high-volume foot, phone, and electronic traffic. Interactions are typically quick paced and frequently one-to-one with students, parents, staff, and faculty. The individual must be able to accurately and quickly assess visitors’ situations and needs with sensitivity and in compliance with FERPA and departmental policies. This individual will follow up on unusual information requests and make complex departmental decisions autonomously and in alignment with the relevant units’ mission. The person in this position must be comfortable adjusting to changing priorities throughout the academic cycle, demonstrate sound judgment and maintain a consistently professional, personable demeanor in an often-hectic environment. As time permits, emphasis will be on project work and organizational tasks supporting the goals of the OSS. Work requires considerable independent judgment within departmental parameters in developing various work-related approaches and techniques.

Key duties and responsibilities include:

• Prepare and analyze complex financial and usage reports and conducting research as it pertains to student success.
• Coordinate the Degree in 3 Program, including but not limited to: liaising with academic departments to determine the feasibility of 3-year program curricula; managing program website and communications; tracking participating students; and coordinating with participating students' advisors.
• Plan and direct administrative activities, develop and organize procedures, and use considerable and varied communication skills to represent all OSS units in written and verbal exchanges.
• Assist with grant management for OSS grant-funded units; Responsibilities include, but are not limited to: working with OSS ED, OSS grant-funded program managers/directors, and UM Office of Sponsored Programs, assisting with financial and budget management (Procard reconciliation, journal vouchers, expense transfers, payroll redistributions, etc.), travel, procurement, cost match tracking, and reporting, and various other administrative tasks on current awards.
• Purchase for and reconcile multiple budgets and indexes; prepares and processes GrizMart purchasing; bill payment; travel paperwork; and budget reconciliations.
• Process hiring paperwork and payroll for administrators, staff, and student employees.
• Manage unit Procards for multiple index codes/budgets and is responsible for office management duties such as facilitating room scheduling and providing statistical reports as needed.
• Directly recruit, hire, and supervise a front desk student reception team and various student interns

This position requires incumbent to develop a working knowledge of University-specific programs (GTO, EPAF, Cascade, Moodle, Banner, UMDW; EAB Navigate, InfoGriz, GrizMart, U-Approve, Solutions Center).

Required Skills

• Ability to work effectively in a team environment.
• Ability to apply critical thinking and good judgment.
• Ability to work with diverse groups of individuals and create and maintain effective working relationships.
• Ability to establish appropriate priorities and multitask with a high degree of accuracy.
• Ability to learn quickly, adapt to change, take initiative as appropriate.
• Ability to learn, continually utilize, and consult online scheduling software and various electronic student information portals.
• Demonstrated commitment to the mission of public education.
• High degree of professionalism and customer service skills.
• Possess analytical skills.
• Excellent oral and written communication skills, including diplomacy required to function effectively in a dynamic and interdependent team environment.
• Ability to work with highly sensitive, confidential information as articulated by FERPA.
• Demonstrated organizational, problem-solving, and time management skills.
• Proficient in the use of office computers and related software, with the ability to learn new software.
• Demonstrated proficiency with the operation and simple maintenance of standard office equipment.
• Knowledge of professional office practices and procedures.
• Knowledge of higher education structure.
• Working knowledge of business accounting practices.
• Knowledge of academic advising policies and procedures.

Minimum Required Experience

• High School diploma and two (2) years of experience or an equivalent combination of education and experience.

Preferred Qualifications

• Bachelor’s degree.
• Three (3) or more years of work experience in higher education.
• Work experience in an administrative setting and/or work experience in an advising office.
• Familiarity with UM registration and advising processes and deadlines.
• Familiarity with grant-based accounting.
• Familiarity with the curriculum and academic programs within the university.
• Familiarity with student development theories and advising best practices.

About the Office for Student Success and UM

The mission of the Office for Student Success (OSS) is to help students to meet three goals: transition smoothly to college, remain enrolled and progress in a program of study, and graduate in a timely manner. We do this by collaborating with and supporting academic departments and university offices to provide programs and services that support students'' academic growth and personal development.

The Office for Student Success embodies The University's commitment to students' academic success. Its programs, offices, and resources form a comprehensive academic support network that assists students as they find their ideal path and pursue a degree.

The Office for Student Success programs can guide a student through his or her academic transition to college, help to clarify career goals and explore majors, and provide tutoring so that students can meet the challenges of college study.

The University of Montana is a 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.

• University of Montana
• Video: Mission First, People Always
• UM on YouTube

Position Details

Position Title: Administative Associate IV

Position Number: 000670

Department: Office for Student Success

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: $17.49/hr- Current 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: Thursday, January 12, 2023 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.

* Applying through Indeed.com or easy apply through Indeed.com may result in submission of an incomplete application. Applications may be removed from full consideration if they are not complete with materials listed above under the "How to Apply" section. It is the responsibility of the applicant to ensure complete application materials are submitted and received by the date listed above.

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

Job Location Missoula, Montana, United States
Position Type Full-Time/Regular