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The COLLEGE OF HEALTH PROFESSIONS AND BIOMEDICAL SCIENCES invites applications for an ADMINISTRATIVE ASSOCIATE III position. The individual in this position provides confidential daily administrative, technical, and clerical support to the faculty, staff, and residents of the Family Medicine Residency of Western Montana at the KALISPELL SITE. A high degree of initiative is required, along with strong problem-solving skills, attention to detail, and ability to work as part of a team. This position also requires the ability to develop and maintain effective working relationships within the office as well as with other administrative divisions; strong written and oral communication skills as well as excellent organizational skills; and the ability to plan and execute events.  This position reports to the Kalispell Site Coordinator and Kalispell Site Director.

JOB DUTIES INCLUDE:

• Assist community and core faculty with University of Washington and University of Montana faculty affiliate applications
• Assist with rural rotation onboarding paperwork and scheduling including communication between rural sites, residents, and the program
• Manage Kalispell didactic schedules
• Interview season support (planning, catering, applicant logistics, prepare materials)
• Maintain and update faculty & resident schedules with clinical and residency-related responsibilities
• Responsible for ordering office supplies and running errands
• Help onboard second-year residents to Kalispell Site from Missoula
• Manage Program Letters of Agreement & Affiliate faculty handbooks

This position requires incumbent to develop a working knowledge and understanding of ACGME (residency accrediting body) Duty Hours and Precepting rules and regulations; ability to learn and effectively use New Innovations residency software as needed and directed by the Site Coordinator; develop a working knowledge of University policies and procedures for travel, procards, GrizMart, catering, and motor pool; and also develop ability to easily schedule & prepare for conferences and meetings without the help of other FMRWM administration. This position may supervise additional administrative associates and/or work study students.

Required Skills

• Experience with routine office tasks including preparing mailings, filing, and processing routine forms and paperwork
• Attention to detail; ability to organize, compile and complete mailings, packets, and other materials
• Experience providing event planning support (such as planning catering, logistics, and preparing materials)
• Ability to schedule meetings and logistics
• Maintain and update schedules and calendars
• Ability to create, process, and submit paperwork
• Ability to order office supplies and running errands
• Ability to help onboard second-year residents to Kalispell Site from Missoula
• Ability to manage Program Letters of Agreement & Affiliate faculty handbooks
• Experience in developing and using web-based communications (e-newsletters, etc.)
• Experience in building and using database software to track contacts with the ability to learn new software.
• Ability to use and understand New Innovations, the residency software suite.
• Ability to support didactics and meeting presentations via GoToMeeting/Zoom.
• Familiarity with standard office equipment (copier, FAX), communication tools (email, voicemail, the Internet) and software (particularly Microsoft Office tools including Word, Outlook, Excel, Publisher, Access.)
• Ability to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology
• Ability to assist with and prioritize multiple tasks, both immediate and ongoing, as well as handling issues calmly and courteously
• Must be customer-oriented in representing the department and dealing with residents, healthcare providers, faculty, and external constituents
• Ability to understand and adhere to HIPAA policies and guidelines.
• Ability to develop and maintain a working knowledge of eCW medical scheduling software
• Possess a valid Driver’s License

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 that provides the competencies necessary to successfully discharge the duties and responsibilities assigned to the position.

Preferred Qualifications

• Knowledge of University policies and procedures for travel, procards, GrizMart, catering, and motor pool
• Easily schedules & prepares for conferences and meetings without the help of other FMRWM administration
• Event planning experience

About FMRWM, and UM

The Family Medicine Residency of Western Montana is a 3-year family medicine program sponsored by The University of Montana and affiliated with the University of Washington Family Medicine Residency Network. The Family Medicine Residency of Western Montana program exists to provide superior, comprehensive education in Family Medicine. We are committed to developing family physicians who are compassionate, clinically competent, and motivated to serve patients and communities in the rural and under-served areas of Montana.

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, AND THE STATE OF MONTANA, PLEASE VISIT THE LINKS BELOW.

University of Montana

• Video: UM Lifestyles
• University Highlights

The State of Montana

• Visit Montana

Position Details

POSITION TITLE:                    ADMINISTRATIVE ASSOCIATE III

POSITION NUMBER:              064390

DEPARTMENT:                       Family Medicine Residency of Western Montana

LOCATION:                            Kalispell

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:                                $13.605/HR – Current employee’s rate of pay for this position will be determined by the staff compensation plan and may be different from the 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 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: MONDAY, DECEMBER 3, 2019 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.

A COMPLETE APPLICATION INCLUDES:

1. LETTER OF INTEREST – addressing your qualifications and experience related 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