Administrative Associate III, Military and Veteran Services Office

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 Military and Veteran Services Office invites applications for an Administrative Associate III to provide fundamental administrative support for ROTC.

Key duties and responsibilities include:

• Maintain an appointment calendar for the PMS, ROO, and HRA
• Assist Department ROO with recruiting and tabling events
• Professionally maintain and update department Social Media Pages
• Track University academic status of Cadets
• Draft and type correspondence for the Department Chair
• Maintain responsibility for official mail control duties (including mail posting, meter maintenance, and security)
• Route email messages and phone calls as appropriate
• Segregate and forwards incoming mail to the appropriate individuals
• Maintain copies of outgoing correspondence within the filing system as needed
• Actively participate in weekly staff meetings
• Complete forms and assembles cadet personnel actions as they pertain to the University of Montana
• Maintain rosters of each cadet class, and input data into appropriate distribution lists and tables
• Maintain responsibility for daily maintenance of office copier and fax machine
• Maintain personnel files on cadets/staff and forwards all necessary documentation to the Army HQ upon arrival/departure
• Utilize the Banner system to obtain academic information for cadre
• Provide administrative and clerical support in the preparation of cadre and staff evaluations
• Maintain current distribution list of influencers/supporters of ROTC program
• Manage fiscal responsibilities for University of Montana funding sources (including providing timely and regular updates to the Department Chair on the status of funds)
• Mail invitations, track RSVPs, and establish seating while coordinating other logistics for special events and mid-level projects
• Compiling and preparing handout materials for events and other functions
• Gather and process fiscal and programmatic information in various formats to inform management decisions and planning efforts
• Assist with fundraising efforts as assigned
• Effectively and professionally manage the foot traffic flow of the front office
• Provide input and assistance with the continuous development of department affiliated websites (including the Cadet Command and University sites)

Required Skills

• Professional and effective communication skills (including verbal, written, and interpersonal communications)
• Highly developed customer service skills
• Ability to effectively use and provide routine maintenance to common office equipment (including computer, fax machine, telephone, postal scale, copier, and other related equipment)
• Highly developed ability to research for information
• Working knowledge regarding the use of commonly used and current office software (including Microsoft Office programs and email)
• Ability to learn and apply University policies and procedures, including a functional understanding of various departments and their roles
• Knowledge and ability necessary to assist with tracking of financial statuses in multiple areas
• Skills needed to regularly coordinate activities across multiple departments across campus

Minimum Required Experience

• High school diploma (or equivalency) in addition to three (3) years of closely related experience; or equivalent combination of education and experience.

About the Military and Veteran Services Office and UM

UM transforms the lives of students connected to the military through unwavering commitment and connection. We maximize the potential of our military-affiliated students through galvanizing a strong sense of community, dedicated to the success of their academic and career development.

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 where 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, Missoula, and the State of Montana, please visit the links below.

• University of Montana
• Video: Mission First, People Always
• UM on YouTube
• City of Missoula
• Video: There's This Place
• Destination Missoula
• Missoula Area Chamber of Commerce
• The State of Montana
• Visit Montana

Position Details

Position Title: Administrative Associate III

Position Number: 015000

Department: Military and Veteran Services Office

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: $15.155/hr – Current employee’s rate of pay for this position will be determined by the staff compensation plan and may be different from the 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 this date will be guaranteed consideration. To receive full consideration, candidates are required to submit all of the following materials.

Please submit the following application materials** via the UM Jobs portal and by clicking "New Resume/CV" button. Please do not apply through Indeed.com*.

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