Administrative Associate IV, Office of Enrollment

Employer
University of Montana
Location
Montana, United States
Salary
Salary Not Specified
Posted date
Nov 5, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Public Relations & Marketing (Campus), Student Affairs, Admissions, Enrollment, Retention & Registrar
Employment Level
Administrative
Employment Type
Full Time


The Office of Enrollment and Marketing & Communications invites applications for two (2) Administrative Associate IVs to join their team. One position will report to the Office of Enrollment while the other will report to the University of Montana (UM) Vice President of Marketing and Brand Management (VPMB).

Reporting to the University of Montana (UM) Associate Vice President of Marketing and Brand Management (VPMB), the individual occupying this position serves a critical role in the success of the division by providing high-level, essential support to the VPMB, as well as to the offices Communications, Digital Strategy, Creative Services and Brand Management. This position requires strong initiative, keen attention to detail, and the ability to provide exceptional customer service.

Key duties and responsibilities include:
  • Enter all enrollment revenue collections, accounts receivable, purchasing and Procard transactions, ensuring all policies and procedures are followed
  • Coordinate, reconcile and submit accurate travel documentation
  • Execute preparation of paperwork for purchases or contracted services that need to go through the competitive bidding process
  • Complete and reconcile payroll for professional employees, classified staff and student workers assigned to work within the department
  • Complete and submit hiring paperwork and personnel forms as needed and coordinate onboarding
  • Manage calendar for, and in direct coordination with VPMB
  • Provide support for the directors of the Communications, Digital Strategy, Creative Services, Brand Management, and trademark and licensing offices
  • Oversee logistics for campus-wide events and meetings
  • Plan, compose, edit and manage distribution of various forms of communication from the VPMB office (including emails, letters, memos and other means of information distribution
  • Identify and execute process improvements
  • Coordinate office supply inventory and purchasing
  • Preparation and analyzing of complex reports
  • Other duties as assigned
Reporting to the Associate Vice President of Enrollment, the individual occupying this position serves a critical role in the success of the University of Montana (UM) Enrollment Division by providing high-level, essential support to the Associate Vice President (AVP) of Enrollment, as well as the offices of Admissions, Alumni, Financial Aid and Military and Veteran Services. This position requires strong initiative, keen attention to detail, and an ability to provide exceptional customer service.

Key duties and responsibilities include:
  • Enters all enrollment revenue collections, accounts receivable, purchasing and Procard transactions, ensuring all policies and procedures are followed
  • Coordinates, reconciles and submits accurate travel documentation
  • Executes preparation of paperwork for purchases or contracted services that need to go through the competitive bidding process
  • Completes and reconciles payroll for professional employees, classified staff and student workers assigned to work within the department
  • Complete hiring paperwork and personnel forms as needed and coordinate onboarding
  • Submits all new hire documentation and other employment documentation to HRS Office
  • Manage calendar for, and in direct coordination with AVP
  • Provide support for the directors of Admissions, Alumni, Financial Aid, and Military and Veteran Services offices
  • Oversee logistics for campus-wide events and meetings
  • Planning, composing, editing and managing distribution of various forms of communication from the AVPE office (including emails, letters, memos and other means of information distribution
  • Identify and execute process improvements, especially in relation to technology.
  • Coordinate office supply inventory and purchasing
  • Preparation and analyzing of complex reports
  • Other duties as assigned
Upon completion of training, the incumbents will have developed advanced knowledge of UM policies and programs, proficiency in Banner, UMDW and state accounting systems.

Required Skills
  • Highly developed organizational skills
  • Ability to meet strict deadlines and work productively/professionally under pressure
  • Exceptional communication skills (including both verbal and written communications)
  • Outstanding customer service skills, and an ability to work professionally with a highly diverse clientele
  • Excellent interpersonal skills
  • Ability to utilize commonly used office equipment
  • Working knowledge of the use of commonly used computer software (such as MS Office, email, etc.)
  • Ability to work productively both as a member of a team or workgroup, as well as independently
Minimum Required Experience
  • High school diploma (or equivalency) in addition to two (2) years of closely related experience; or any combination of experience and education to perform the duties and responsibilities of the position.
Preferred Qualifications
  • Bachelor's degree in a related field, as well as at least two (2) years of directly related work experience; or any combination of experience and education that would provide the competencies required to successfully discharge the essential duties assigned to this position.
About Marketing and Brand Management and UM

The University of Montana Marketing Communications department exists to build and protect the University of Montana brand, proudly tell the UM story, and drive results. Partnering and collaborating across campus, the unit consists of Strategic Communications, Digital Strategy and Innovation, Creative Services, Brand Strategy, and Trademark and Licensing.

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: Admin Assoc IV

Position Number: NEW x2

Department: Marketing and Brand Management; Office of Enrollment

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: Wednesday, November 24, 2021 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.

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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