Administrative Associate III, College of Humanities and Sciences
- Employer
- University of Montana
- Location
- Montana, United States
- Salary
- Salary Not Specified
- Date posted
- Nov 19, 2021
View more
- Position Type
- Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support
- Employment Level
- Administrative
- Employment Type
- Full Time
Job Details
The College of Humanities and Sciences invites applications for an Administrative Associate III to join their team on-campus . The person assigned to this position provides support for more than one work unit or group of departments by performing routine clerical and administrative functions, as well as unusual or less common due to the complexity from supporting multiple disciplines.
Under indirect supervision, the person assigned to this position serves as the first point of contact for faculty, students, staff, administrators and visitors to multiple departments and requires basic organization and skills in coordinating projects. This position may include direct supervision of student workers, however the person assigned to this position is not responsible for the supervision or management of classified staff members or contract professional employees.
Duties of this position include, but are not limited to:
- Office administrative and receptionist duties, such as answering phones, etc.
- Drafting or editing correspondence, organizing and maintaining paper and electronic files, running and formatting reports, and providing more complex information to internal and external customers, including students, faculty and other staff as well as the public.
- Organizational tasks such as
- Generating and maintaining reports of office hours, class schedules and enrollment numbers each semester.
- Requesting rooms for courses and special events.
- Distribution and collection of student evaluations of faculty and classes at the end of each semester.
- Collecting electronic copies of syllabi each semester, ensuring accessibility and availability online
- Providing administrative support during the faculty evaluation process
- Coordinating other department events and maintaining department communication through email, bulletin boards, social media, etc.
- Responsible for ordering supplies, maintaining inventory, copy machine maintenance, departmental copying and maintenance of department files
- The specific departments assigned to them and be able to make decisions based upon knowledge of courses, degree requirements, and faculty.
- Banner, InfoGriz, Cyberbear and Ponderosa.
- The ability to facilitate change that results in more effective and efficient processes as needs change and grow.
- The ability to coordinate and prioritize projects and events.
- Participation in developing policies and procedures that ensure
compliance with department, university, state, and/or federal
policies, procedures, and/or guidelines
- May implement those policies by creating and maintaining a policy and procedures manual for the department as well as training/educating all employees regarding changes, amendments and new developments.
- Knowledge of professional office practices and procedures; business English, spelling, composition and grammar, including the ability to write, edit and lay out documents in a variety of formats suitable for the intended audience
- Demonstrated interpersonal, public relations and communication skills, including the ability to work with a diverse group of individuals at all levels in the UM organization
- Ability to maintain and/or develop efficient processes that collect, interpret, manage, organize, assemble and maintain electronic and physical filing systems for all areas of the department
- Demonstrated skill and ability in the operation of personal computers and related word processing, spreadsheet and database software; must possess ability to learn quickly and utilize new/proprietary software programs
- Ability to operate standard office equipment: printers, copiers, fax machines, multi-line phone systems
- Demonstrated organizational, time management and multi-tasking skills and ability to meet deadlines in a busy environment; well-developed ability to produce timelines and meet stringent deadlines
- Proven ability to set priorities, delegate tasks and pay close attention to detail
- Familiarity with university policies and procedures
- Ability to synthesize and analyze complex information and discern trends for reporting purposes
- Ability to multi-task, make good judgement and manage multiple projects concurrently
- Ability to coordinate inter- as well as intra-departmental operations and activities
- Ability to take initiative, work independently and problem solve
- Ability to maintain confidentiality of records and information
- Excellent customer service skills
- High School diploma (or equivalency) and three (3) years experience or any combination of experience and education that provides the skills necessary to discharge the assigned duties and responsibilities successfully.
- Experience in higher education
- Working knowledge of Microsoft Office Suite
- Knowledge of UM computer programs such as InfoGriz, UMDW, Banner, Cyberbear
The mission of the College of Humanities and Sciences is to pursue academic excellence by providing unique educational experiences through integration of the liberal arts, graduate study, and professional training with international and interdisciplinary emphases. As the intellectual core of the University of Montana, we fulfill the central purpose for which the University was chartered in 1893 by providing a liberal education and integrated knowledge of the humanities and the sciences. In doing so, we promote:
- The transformative power of education, in which knowledge and understanding is created through active learning, research and creative scholarship;
- Intellectual and human diversity, so that respect for different points of view is encouraged and students, faculty, and staff realize their full potential;
- Global perspective and engagement;
- A safe and respectful learning and workplace environment; and
- A sustainable future for our local, state, and global communities.
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: College of Humanities and 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: $14.605/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).
How to Apply
Applications have gone to screening, however this position is accepting applications.
Candidates are required to submit the following materials online via "New Resume/CV" button below.
A complete application Includes:
- 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
- Detailed Resume – listing education and describing work experience
- Professional References – names and contact information for three (3) professional references
Job Location Missoula, Montana, United States
Position Type Full-Time/Regular
Company
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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