Skip to main content

Administrative Associate III, School of Speech, Language, Hearing and Occupational Sciences

University of Montana
Missoula, Montana, United States
Salary Not Specified
Date posted
Aug 9, 2023

Job Details

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

The School of Speech, Language, Hearing and Occupational Sciences invites applications for an Administrative Associate III to oversee the administrative management of the complex clinical placement process for the graduate students in the School of Speech, Language, Hearing and Occupational Sciences (SLHOS) following the professional standards established by the American Occupational Therapy Association (AOTA) and the accreditation requirements of the Accreditation Council for Occupational Therapy Education (ACOTE). There is a significant degree of initiative and independence needed in performing the tasks of this position.

These tasks entail, but aren’t limited to:
  • Assisting the Occupational Therapy Doctoral program (OTD) Academic Fieldwork Coordinator and Doctoral Capstone Coordinator with identifying, establishing and arranging clinical and capstone experience sites in settings across the country matching the education requirements as noted in ACOTE standards for 75-100 graduate students who each need placements in a variety of settings working across the lifespan.
  • Obtaining an exceptional expertise of Exxat, a web-based program used by students and clinical supervisors to document, track, and verify students’ competency development and experiences.
  • Assisting with training all students and supervisors in accurate use of Exxat and monitoring their accuracy and timelines.
  • Generating and updating a wide range of reports and databases to document academic and clinical competencies, department programming and accreditation requirements. This portion of the position also includes managing clinic compliance documentation management for clinical educators and the graduate student clinicians they supervise (e.g., CPR, immunizations, HIPAA, Blood Borne Pathogen, etc.). This may also include management of records within the wider academic unit for the occupational therapy entry-level clinical doctorate program, clerical duties associated with both internal and external clinical rotations and supervisor/facility support, and other levels that require clinical hours accruement.
  • Managing the financial aspect of the fieldwork supervisor outreach project with budget preparation and management as well as helping to coordinate/monitor the status of up to 200 individual Memoranda of Understanding (MOU) and the types of compensation provided to the fieldwork supervisors.
  • Assisting with grant-related activities and reports including ordering equipment & supplies, expense reports, compiling data for the end-of-year report and acquiring data or information for grant renewal.
  • Assisting with managing and updating OTD program and any future OTD clinic webpages and marketing endeavors, which may include social media accounts related to clinical supervision and training.
  • Additional administrative and coordination work required by the Program Director, Academic Fieldwork Coordinator or Doctoral Capstone Coordinator as needed.
Required Skills:
  • Experience with data management.
  • Ability to develop an in-depth understanding and use of a data management and documentation system with regular updates (Required for program accreditation requirements).
  • Excellent communication skills.
  • Ability to interact productively and professionally with faculty, administrators, students, and external sites.
  • Advanced proficiency in using personal computers, including email, internet, Microsoft suite and website maintenance.
  • Effective organizational, time management and problem-solving skills.
  • Excellent written composition, editing and proofreading skills.
  • Ability to adapt, meet challenges and learn new skills.
  • Demonstrate the ability to maintain confidentiality of records and information in compliance with FERPA for student protections and HIPAA for clinical applications.
  • Ability to complete tasks accurately with attention to detail and to meet deadlines in a busy environment.
  • Active knowledge of the occupational therapy profession.
Minimum Required Experience:
  • High school diploma and two (2) years of professional experience working in an office environment, or an equivalent combination of experience and education.
Preferred Qualifications:
  • Familiarity with the University of Montana campus resources.
  • Bachelor's degree, or equivalent.
  • Prior experience working with grants.
About the School of Speech, Language, Hearing and Occupational Sciences and UM :

The School of Speech, Language, Hearing and Occupational Science’s mission is to enrich lives and communities in rural mountain west and beyond through meaningful education, research and service in the Speech, Language, Hearing and Occupational Sciences.

At the Occupational Therapy Program at the University of Montana, we strive to foster global citizens, produce life-long scholars and develop servant leaders steeped in occupational justice. We are committed to improving the health, well-being and meaningful participation of those we serve through evidence-based practice, impactful research and community.

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

Position Details:

Position Title: Administrative Associate III

Position Number: New

Department: School of Speech, Language, Hearing and Occupational 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: $16.655/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).

Must be eligible to work in the United State upon hire. Sponsorship is not available for this position.

How to Apply:

Open Until Filled. Application review has begun, but applications are still being accepted.

To receive full consideration, candidates are required to submit all of the following materials. Applications will be accepted until position is filled.

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

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 or easy apply through 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


University of Montana.

At UM, we approach everything with creativity because that’s what this evolving world needs. We are stewards of this place, its history and our future. We are driving forward together, affecting change that is right for our place and people. We know of no better place than Montana and its university to make a lasting impact on the common good.

As Montana’s flagship university, we set a high bar for academic studies, creative accomplishments and scientific exploration which benefit our students, our community and the world at large.

The University draws a diverse, global population to Missoula – our home and the state’s second-largest city with about 80,000 residents – and helps cultivate an educated, engaged and vibrant community. Our students receive a world-class education in a broad range of subjects that include the arts, sciences, trades, graduate and postdoctoral study and professional training.

Our main campus, nestled in the heart of western Montana’s stunning natural landscape, spans 56 acres at the base of Mount Sentinel and along the Clark Fork River, and includes the park-like Oval at the center of campus, more than 60 architecturally unique buildings and a 25,200-seat football stadium. UM's 180-acre South Campus offers student housing, a golf course, soccer fields and an outdoor track facility. Missoula College occupies two sites, one just across the river from the main campus, and one on the southwest side of Missoula.

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert