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Administrative Assistant II- UM Western

Job Details

Administrative Associate II

Department: Registrar
Position: Full-time
Wage: $14.00-$16.30
Union Affiliation: FOCUS
Posting Date: February 2024
Benefits Include:

· Insurance package,

· mandatory retirement plan,

· dependent partial tuition waiver,

· faculty/staff tuition waiver

· wellness program:


The Administrative Associate for Registrar Services and Financial Aid reports to the registrar. This person primarily provides support to the Registrar’s and Financial Aid Office and is responsible for all aspects of the front-line customer service in the office; transcript and enrollment verification processing; and general clerical duties related to the office, including but not limited to mail distribution, managing the general e-mail accounts, phones, scanning, record keeping and filing. During key seasons such as commencement and registration, this position may require you to work outside of normal office hours (including evenings and weekends).

The position is responsible for:

• All aspects of the front-line customer service for the offices and ensures that customer service is at a high level of excellence via phone call, email correspondence, or in-person communication.

• Interpreting and enforcing university policies and procedures related to the services of the Registrar and Financial Aid Office.

• Performing clerical support services including answering phones, mail distribution, stocking forms, filing, and assuring confidentiality of materials.

• Processing student record requests including but not limited to transcripts, enrollment verifications, academic file requests, and the FAFSA process.

• Assist with the transition to e-Transcript and e-Verification in the National Student Clearinghouse and maintain this system once the transition is complete.

• Assisting with registration preparations, including but not limited to the preparation of registration materials, registering and processing change of schedules, BANNER system set up, reviewing appeal procedures with students, and support in transitions to e-processes and services related to registration and institutional research.

• Assisting with graduation preparation including but not limited to preparing graduation materials and packets, data entry, calling and email campaigns to potential graduates regarding important deadlines and support during the commencement ceremony.

• Providing data cleaning and entry support and organization.

• Maintaining student schedule conflict and appeal procedure support including overloading credits and double blocking and determining that appeal materials are gathered, received, and provided to the registrar prior to appeal meetings.

• Cash record keeping including the weekly submission of processes to the Business Office and reconciliation reports to the National Student Clearinghouse

• Assisting in maintaining and updating web pages.

• Processing and filing grade changes and notifying Financial Aid of updates.

• Assists and oversees document scanning, data, and record maintenance projects for the office.

• Other duties as assigned.


The successful candidate will possess:

• Associate degree or related experience

• Excellent customer service skills

• Strong computer software skills with preferred proficiency in spreadsheets and word processing software

• Exceptional organization and detail-oriented skills

• High quality written and oral communication

• The ability to work effectively under pressure and maintain a pleasant demeanor

• Team focused

• The ability to maintain confidentiality in relations to federal guidelines such as FERPA

The University and Dillon Area

The University of Montana Western is a dynamic, innovative, undergraduate university with over 70 full-time faculty and over 1,200 students. It is located in Dillon, Montana in the scenic Rocky Mountains and has been awarded numerous top national rankings for delivering high quality, affordable education.

Montana Western is the only public four-year college in the nation offering Experience One (X1), experiential learning delivered on the block schedule. Class sizes are small and students take a single course at a time, three hours each day for 18 days, before moving on to the next course. Each course is four credits and four blocks are offered each semester. The block schedule facilitates field and lab work, undergraduate research, study travel, and interdisciplinary teaching. Montana Western’s faculty strongly believe in mentoring and inspiring students, and assisting them in the transition from university life to professional careers.

The University of Montana Western is an integral part of the Dillon Community. With a population of 5,000 people, Dillon is known for outstanding public schools, safe environments, recreational opportunities, and an excellent quality of life.

The University of Montana Western is an equal opportunity/affirmative action employer and encourages applications from qualified women, minorities, veterans and people with disabilities. 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 UMW 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 UMW, as legally required (e.g., Form I-9).


Review of applications will begin immediately but will remain open until the position is filled.

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. Curriculum Vitae/Resume

3. Professional References – names and contact information for three (3) professional references.

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

** 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.

Job Location Dillon, 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.

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