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Administrative Associate Manager - Mansfield Center, DCLCP

University of Montana
Montana, United States
Salary Not Specified
Posted Date
Apr 7, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Employment Type
Full Time
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Staff Vacancy Announcement

The Mansfield Center invites applications for an Administrative Associate Manager to join their team. This position is responsible for overseeing all administrative and program support for the Defense Critical Language and Culture Program (DCLCP) with an important level of autonomy in managing a diverse set of tasks and projects for a variety of faculty, staff, and graduate teaching assistants. The Administrative Associate Manager serves as the direct supervisor of the Personnel and Administrative Section and for Administrative Associates. This position requires a high level of attention to detail, initiative, complex problem-solving, maturity, and adaptability to complex and changing situations.

Due to multiple training sites, some travel may be required. This position is located in Missoula, Montana.

Responsibilities of this position include:
  • Manage all DCLCP personnel and administrative activities supporting a large and diverse staff and faculty
  • Manage, supervise, and direct daily work of the Administrative Associates and student interns
  • Provide professional development of all subordinates
  • Conduct monthly performance counseling of subordinates
  • Track and evaluate the progress of the Personnel and Administrative Section of the DCLCP against goals and objectives
  • Conduct of Personnel and Administrative Section meetings, planning and operational development
  • Serve as the key liaison between department instructors, DCLCP leadership, and personnel and administrative requirements
  • Serve as receptionist for the DCLCP facility; manage access for all staff and visitors to the facility; prepare venues and materials for meetings in support of the Director, faculty, and staff
  • Provide full back-up to the DCLCP Financial and Personnel Manager
  • Manage and provide oversight for the numerous DCLCP event budgets; research and provide historical financial data for program coordinators; oversee the reconciliation and management of the event budgets; create event financial reports and general DCLCP grant financial reports
  • Manage the following activities on a consistent basis: ProCard reconciliation/log maintenance; processing, reconciling, and summarizing DCLCP reimbursements and accounts; developing and providing financial reports to management; participating in monthly DCLCP financial analysis activities; and participating in audit-finding correction activities
  • Independently create and maintain DCLCP accounting assessment reports after analyzing raw assessment data; use metrics to analyze performance and prepare data and reports
  • Oversee the faculty and staff travel process from authorization to final reporting
  • Manage all personnel and administrative tasks; ensure DCLCP conducts all personnel and administrative activities in accordance with UM policies; maintain personnel records
  • Manage the DCLCP faculty and staff evaluation process
  • Manage the DCLCP faculty, staff and graduate teaching assistant recruitment, selection and hiring process
  • In collaboration with the Manager of Academic Programs, monitor and manage the Montana University System accreditation for DCLCP courses
  • Create documents in concert with staff and faculty such as course syllabi, exams, scholarly research publications, and promotional/marketing publications
  • Propose solutions and take initiative to solve complex problems related to administration of the program.
Upon completion of training, the incumbent will have working knowledge and ability in:
  • DCLCP and university policies, procedures, and forms; working knowledge of Banner, Moodle, GrizMart, UMDW, Silkroad, Uapprove, and Zoom
  • Faculty recruitment and evaluation guidelines and requirements; working knowledge of DCLCP/UM curriculum and curriculum modification and submission procedures
  • Instructing military and United States government personnel in intensive language and culture courses delivered over video-teleconferencing (VTC) and in-resident venues
  • Lesson preparation, classroom management, administration and supplementary curriculum development; working knowledge of teaching and design of course curriculum and syllabus
  • Ability to maintain updated syllabus/course curriculums that meet MUS, DCLCP and customer requirements
  • Ability to assist the Manager, Academic Programs with establishing metrics/recording metrics that will evaluate the effectiveness of the curriculum to ensure the DCLCP and the students’ expectations are being met.
Required Skills
  • Ability to manage multiple tasks simultaneously, prioritize, organize, meet deadlines in a complex environment and to ensure exceptional attention to detail, including managing others to whom tasks have been delegated
  • Ability to work productively within a large and culturally-diverse team, establish a strong professional working relationship with subordinates, and work independently
  • Demonstrated ability to communicate effectively, both orally and in writing, with diverse populations, including with military and government partners, other MUS departments, administrators, faculty, faculty applicants, staff, and students
  • Demonstrated ability to take initiative and solve problems in a complex and rapidly-changing environment
  • Budgeting and financial management/tracking skills
  • Ability to ensure proper treatment of confidential and sensitive information
  • Ability to analyze data and summarize results in a written report
  • Demonstrated experience with event planning
  • Knowledge of supervisory practices and techniques
  • Knowledge of standard office practices and procedures; business English, spelling, grammar, composition, proofreading and ability to edit materials
  • 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, multi-line phone system, and printers.
Minimum Required Experience
  • Bachelor’s degree OR high school diploma and three (3) years of related work experience, or an equivalent combination of education and experience.
Preferred Qualifications
  • Bachelor’s degree
  • Experience in a related field (Personnel, Finance and/or Administration) within the Montana University System.
About the Mansfield Center DCLCP and UM

The Defense Critical Language and Culture Program (DCLCP), Mansfield Center, at the University of Montana is dedicated to providing superlative language and cultural training for Department of Defense customers. Our instructors and staff develop and present comprehensive language and regional studies/cultural awareness courses, courseware, and supporting materials designed to support national security mission needs.

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, please visit the links below.

Position Details

Position Title: Admin Assoc Manager

Position Number: NEW

Department: Mansfield Center DCLCP

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: $20.324/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: Out of Union

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: Tuesday, April 26, 2022, by 11:59 PM (Mountain Time)

Candidates are required to submit the following materials online via "New Resume/CV" button below

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

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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