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Administrative Associate IV, College of the Arts and Media

University of Montana

Administrative Associate IV, College of the Arts and Media

Missoula, MT
  • Responsibilities


    The COLLEGE OF THE ARTS AND MEDIA (CAM) invites applications for an ADMINISTRATIVE ASSOCIATE IV. This position is highly visible and must use considerable and varied communication and fiscal skills to represent the College of the Arts and Media (CAM), the Creative Pulse program, Montana Museum of Art and Culture (MMAC), and the 21st Century/SHAPE Arts Integration Program. Work requires the use of intellectual analysis and evaluation, and the application of professional principles and practices to run college operations. Work requires interpretation, discretion, and judgment to resolve procedural problems.

    Specific responsibilities include -

    • Provide high-level and varied support for the CAM dean’s office, Montana Museum of Art & Culture, the Creative Pulse program, and the 21st Century/SHAPE Arts Integration Program.
    • Provides office management for the multiple employees within the CAM Dean’s Office. Support includes but is not limited to; administrative, financial, and logistical support; preparation and analysis of various reports; following up on unusual requests; arranging functions with complex or unusual details; conducting research; and making recommendations on operational procedures.
    • Administrative support functions for the CAM Dean’s Office and its programs by providing outstanding customer service to students, employees, alumni, donors, and guests. The position will need to have a strong understanding of the CAM and its schools/programs and knowledge of the University campus and its resources and procedures in order to complete daily and annual projects; which can vary from managing the annual Faculty Evaluation process, support during accreditations, and management of College records and data. The position will also provide routine clerical duties including copying, sorting and distributing mail, ordering supplies, and disseminating information.
    • Accounting/Personnel Support for MMAC and 21st Century/SHAPE Arts Integration Program; includes ability to manage varied funds; management of daily accounting functions, travel paperwork, and accounts receivable/payable processing; management of hiring and payment/payroll functions; and monthly reporting to Director of MMAC, Director of 21st Century/SHAPE Program, and the CAM Director of Fiscal Operations and Personnel Services. Position will participate in the College’s annual budgeting and fiscal year end processes.
    • Programmatic and Event Support – manage logistical and administrative support; including sending invitations, handling RSVPs, fiscal and personnel responsibilities, and other operational support, such as scheduling, ordering food, reserving rooms, completing necessary forms, mailings and record keeping. Programs and events include, but are not limited to, Graduation/Commencement, Retreats, Meet and Greets, Receptions, and Council meetings.
    • Management of student information and correspondence for Creative Pulse program.
    • Management of the CAM apartment located in the University Villages. This includes managing monthly rent payments and apartment deposit payment and refund, checking residences in and out, placing work orders as needed and ensuring apartment receives proper maintenance.

    This position may supervise student employees and/or temporary employees; consulting with his/her supervisor to make decisions about the employee pay and employment relationship. This position is not responsible for the supervision or management of other classified staff members or contract professional employees.

    This position requires incumbent to develop a working knowledge of functions and programs of CAM and gain general knowledge of University campus and its resources; develop a working knowledge of the University of Montana policies, procedures, practices and resources and applicable federal and state regulations; develop a working knowledge of University policies regarding financial accounts and FERPA; develop a working knowledge to process travel and contract requests and associated paperwork in GrizMart; develop a working knowledge to interpret grant guidelines and process expenditures according to the terms of the grant, as they pertain to the granting organization; develop a working knowledge to process payments associated with faculty and student travel grants; develop a working knowledge of Banner Suite and other software systems; develop a working knowledge of website management software; and develop a working knowledge of supervisory practices and techniques

    Required Skills

    • Ability to work effectively in a strong team environment and as primary contact for the dean’s office, MMAC, Creative Pulse, and the 21st Century/SHAPE Arts Integration Program.
    • Effective public relations, interpersonal, and communication skills, including the ability to work with diverse groups of individuals and provide positive professional customer service
    • Ability to handle conflicts and difficult situations in a timely and professional manner.
    • Ability to problem solve and make sound decisions using good judgment, tact and sensitivity and with proper treatment of confidential and sensitive information
    • High capacity to organize, prioritize, and pay attention to detail
    • Ability to gather, analyze and interpret various types of data
    • Intermediate computer skills in word processing, spreadsheets and data entry; specifically using Microsoft Suite
    • Skill in the use of operating basic office equipment; such as copier, scanner, computers
    • Knowledge of standard office practices and procedures
    • Demonstrated skill in business English, spelling, grammar, composition, proofreading and ability to create, compose, and edit complex materials
    • Knowledge of general accounting principles, practices, and techniques.
    • Ability to gather, analyze and interpret accounting information, and to produce reports and recommend budget revisions to accommodate unanticipated/emergency expenses
    • Ability to be flexible in an atmosphere of change, exercise sound judgment and act with initiative
    • Ability to research problems, errors and needs, and to present/offer solutions
    • May be required to work evenings and weekends on an occasional basis to meet demands of program and during peak periods

    Minimum Required Experience

    • High school graduation and three (3) years related work experience; or any combination of experience and education that provides the competencies necessary to successfully discharge the duties and responsibilities assigned to the position.

    Preferred Qualifications

    • Previous experience working in higher education
    • Advanced knowledge of academic policies and procedures
    • Working knowledge of UM’s procedures, policies, and practices; including travel, purchasing, and event planning

    Position Details



    DEPARTMENT: College of the Arts and Media (CAM)

    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: $15.946/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: Montana Federation of Public Employees (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

    APPLICATION DEADLINE: WEDNESDAY, SEPTEMBER 11, 2019 by 11:59 PM (Mountain Time)

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


    1. LETTER OF INTEREST – addressing your qualifications and experience related to the stated required skills for the position.
    2. DETAILED RESUME – listing education and describing work experience.
    3. PROFESSIONAL REFERENCES – names and contact information for three (3) professional references.

    Need additional help? Check out our UM Jobs FAQ website.

    Required Skills Required Experience

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