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Administrative Associate IV (2 positions), College of Business

University of Montana
Montana, United States
Salary Not Specified
Posted Date
Nov 5, 2021

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Position Type
Faculty Positions, Business & Management, Business Administration, Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Employment Type
Full Time
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The College of Business invites applications for two Administrative Associate IV positions. Each position is responsible for duties at the Department and College level with a high level of autonomy in managing a diverse set of tasks and projects for the department chairs and for a variety of faculty and as a member of the College support team with little day-to-day supervision. This position hires and manages student workers. One position will work with Management & Marketing and MIS, and the other position will work with Accounting & Finance.

Key duties and responsibilities include:
  • Assist with exam preparation and scantron grading when needed.
  • Oversee the faculty travel process, ensuring faculty travel documents and authorizations are in accordance with UM policy.
  • Collect and archive syllabi with the Mansfield Library each semester.
  • Oversee textbook ordering for the departments.
  • Manage Moodle account for the departments.
  • Handle student complaints and direct them to the required process for resolution.
  • Complete ad hoc assignments from the department chairs and faculty.
  • Collaborate with the Scheduling Manager and Registrar’s office in the course scheduling process, providing daily College enrollment reports, internal semester schedules, reports for semester scheduling and other reports as requested.
  • Process Independent Study Requests.
  • Assist with the coordination, planning, and execution of Business Advisory Council events and manage departmental advisory boards.
  • Take and compile minutes for faculty meetings to send to the Associate Dean.
  • Complete the student evaluation process for undergraduate courses.
  • Assist in the College of Business accreditation process by maintaining faculty database and sitting on the college assessment committee.
  • Manage faculty recruitments, arrangements and scheduling.
  • Assist in the process of submitting curriculum changes.
  • Manage student hiring and processes payroll.
  • Manage hiring paperwork and onboarding of adjunct instructors.
  • Process Procard reconciliation for all faculty Procards.
  • Manage all travel paperwork for the college.
  • Serve as co-manager of the faculty evaluation process, working closely with the Department Chairs and the Operations Manager.
  • Serve as backup for the College room scheduling and events manager.
  • Assist Operations Manager with project management of the College.
  • Assist with editing and creating marketing and event materials.
  • Assist with planning and execution of all college events.
  • Serve on the college emergency team.
Upon completion of training, the incumbent will have developed a working knowledge of:
  • University policies, procedures, software, and programs.
  • Training of emergency preparedness.
Required Qualifications
  • Ability to manage multiple tasks simultaneously and ongoing, including managing student workers to whom tasks have been delegated.
  • Ability to problem solve in a complex environment.
  • Ability to communicate effectively both orally and in writing with diverse populations.
  • Ability to organize, prioritize, pay attention to detail, solve problems and make decisions with almost complete autonomy and with proper treatment of confidential and sensitive information.
  • Effective collaboration skills.
  • Public relations, interpersonal, and conflict resolution skills.
  • Demonstrated ability to analyze data and summarize results in a written report.
  • Creativity, including the ability to suggest solutions to problems in quick order.
  • Knowledge of payroll practices and regulations.
  • Ability to execute all tasks and responsibilities with a high degree of accuracy.
  • Knowledge of standard office practices and procedures; business English, spelling, grammar, composition, proofreading ability to draft and edit materials.
  • Demonstrated skill in the operation of personal computers and related word processing, spreadsheet and database software, as well as the ability to update web content (MS Word, Excel, Outlook, Access) with the ability to learn new software.
  • Office management skills, including appointment scheduling, using standard office equipment; copiers, fax machine, phone system, scantron readers, and printers.
Preferred Qualifications
  • High School diploma and four (4) years of higher education and/or related work experience or an equivalent combination of education and experience
  • Knowledge of the University of Montana and College of Business policies, procedures, and forms; and their specific uses.
  • Expertise with utilizing Banner, Moodle, UMDW, InfoGriz, GTO, EPAF, Uapprove, and Microsoft Office.
  • Advanced ability to research, develop, and organize procedural processes and other information.
  • Ability to analyze situations and make recommendations to supervisors.
  • Knowledge of College of Business curriculum, and curriculum modification and submission procedures.
About the College of Business and UM

The College of Business at the University of Montana creates transformative, integrated, and student-centric learning experiences, propelling our students to make immediate and sustained impact on business and society. We nurture our students’ innate work ethic to develop confident problem solvers and ethical decision makers. We pursue thought leadership and collectively create opportunities for a better life for our students, faculty, and staff.

Shared Core Values
  • Students first: We educate the whole person
  • Experiential learning: We create experiences that matter
  • Thought leadership: We create rigorous and relevant knowledge
  • Stewardship: We value people, planet and profit
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 IV

Position Number: NEW

Department: College of Business

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: Thursday, February 10, 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

Step 5 "Attachments" in the online application process is where you may upload additional materials. Up to five (5) attachments are allowed per application. Please combine documents accordingly.

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

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

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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