Skip to main content

This job has expired

Administrative Associate IV, College of Business

Job Details



The College of Business invites applications for an Administrative Associate IV to manage 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.

Duties and responsibilities of this position include but not limited to:

Department Duties:

• 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 College.
• Manages Moodle account for the College.
• Handles student complaints and directs them to the required process for resolution.
• Manage department phone lines.
• Works closely 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.
• Assist with the coordination, planning, and execution of Business Advisory Council events and manages departmental advisory boards.
• Take and compile minutes for faculty meetings to send to the Associate Dean.
• Completes 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.
• Manages faculty recruitments, arrangements and scheduling.
• Assist in the process of submitting curriculum changes.

College Duties:

• Manages student hiring and processes payroll.
• Manages hiring paperwork and onboarding of adjunct instructors.
• Processes Procard reconciliation for all faculty procards
• Manages all travel paperwork for faculty, staff, and administrators of the college.
• Serves and 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.
• Assists Operations Manager with project management of the College.
• Assists the Marketing Director and other college staff with marketing and event materials such as editing and creating.

This position requires incumbent to develop a working knowledge of University policies, procedures, software, and programs; training of emergency preparedness due to serving on the college emergency team; working knowledge of the University of Montana and College of Business policies, procedures, and forms and their specific uses; and expertise with utilizing Banner, Moodle, UMDW, InfoGriz, GTO, EPAF, Uapprove, and Microsoft Office.

Required Skills

• Ability to manage multiple tasks simultaneously and ongoing, including managing student workers to whom tasks have been delegated
• Demonstrated ability to problem solve in a complex environment
• Demonstrated ability to communicate effectively both orally and in writing with diverse populations including the department chair, other administrators, faculty, faculty applicants, staff, and students
• High capacity 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 communication skills, including the ability to work with diverse groups of individuals and provide positive professional customer service
• Demonstrated ability to analyze data and summarize results in a written report
• Conflict resolution skills
• Creativity, including the ability to suggest solutions to problems in quick order
• Ability to problem solve and work on projects independently with attention to detail
• Organizational, time management, and multitasking skills with the ability to meet deadlines in a busy environment
• Knowledge or ability learn payroll practices and regulations
• Ability to maintain the highest level of confidentiality and highest standards of professionalism
• Proven ability to work cohesively in a team-oriented environment
• 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
• Demonstrated office management skills, including appointment scheduling, using standard office equipment; copiers, fax machine, phone system, scantron readers, and printers

Minimum Required Experience

• High School diploma and three (3) years of experience or an equivalent combination of education and experience

Preferred Qualifications

• Bachelor’s degree
• 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, and Missoula

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.

The University of Montana is a flagship, research institution with over 10,000 students. It is located in Missoula, a culturally vibrant community of about 72,000, surrounded by mountain grandeur which was recently ranked in the “top 20 best college towns with a population of less than 250,000” by the American Institute for Economic Research and ranked 9th in Outside Magazine’s “The 16 Greatest Places to Live in America” in 2014. Many national publications recognize Missoula for its high quality of life. 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.
• University of Montana
o Video: UM Lifestyles
o University Highlights
• City of Missoula
o Video: There's This Place
o Destination Missoula
o Missoula Area Chamber of Commerce
• The State of Montana
o Visit Montana

Position Details

Position Title : Administrative Associate IV

Position Number : 051400

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/hr. Current 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 : Tuesday, June 28, 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

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

Company

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.

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert