University of Montana Looking for Administrative Associate III, Division of Biological Sciences Full Time

Tracking Code
4056-254

Job Description

Application instructions are located at the bottom of the page.  Please apply directly through the University of Montana’s career portal UM Jobs at https://umjobs.silkroad.com/ for positions at the University of Montana – Missoula, University of Montana Western (Dillon), and Helena College.  Do not apply through Indeed.com or use easy apply through Indeed.com*.

The Division of Biological Sciences (DBS) invites applications for an Administrative Associate III to manage the DBS office, acting as a contact person for the Associate Dean, faculty, graduate and undergraduate students, and other staff. This position acts as liaison with other campus departments, especially as related to graduate and undergraduate programs.

Responsibilities may include:

• Greets visitors, responds to questions, and directs visitors to appropriate personnel, backs up receptionist with phones and other duties.

• Performs some undergraduate advising duties in absence of the part-time professional undergraduate advisor and the DBS front desk person; recruits, trains and supervises office work-study students

• Responds to inquiries from prospective students regarding graduate programs and numerous undergraduate biology majors.  
• Maintains Access data base of current students.
• Provides support to three DBS graduate program directors.
• Coordinates graduate and undergraduate scholarship applications and awards.
• Assists in the process of graduate and undergraduate student recruitment, including generating program materials and web site content, as well as interactions with UM Admissions & Enrollment.  
• Coordinates the DBS faculty evaluation process.
• Updates DBS web page using Cascade program.

Required Skills

• Knowledge of standard office practices and procedures, business English, grammar, spelling, and punctuation.
• Demonstrated interpersonal and communication skills, including the ability to create and maintain positive relationships with faculty, staff, students, and the general public.
• Demonstrated organizational and multi-tasking skills with the ability to complete tasks accurately and meet deadlines in a busy environment.
• Demonstrated skill in the operation of personal computers and related word processing, spreadsheet, database, internet and e-mail programs (MS Office Suite), with the ability to learn specialized software programs.
• Ability to use standard office equipment: copiers, fax machine, printers, scanners, and multi-line phone system.
• Ability to manage the work flow of the office.
• Ability to maintain strict confidentiality.
• Proven customer service skills.
• Ability to create various department related materials (newsletters, reports).
• Proven interpersonal communication and diplomatic skills.
• Ability to answer or direct public questions, and to research answers to difficult questions.
• Ability to function in a busy, noisy atmosphere.

Minimum Required Experience

• High School diploma and two (2) years of experience or an equivalent combination of education and experience.

Preferred Qualifications

• Knowledge of and experience with Student Banner, CyberBear, GrizMart, CollegeNet, and the IPR Moodle software.
• Thorough knowledge of Graduate School and Division requirements for graduate students to successfully complete their degrees.
• Thorough knowledge of graduate and undergraduate advising requirements, procedures, and forms.
• Ability to assess students in crisis and determine appropriate steps to take.

About the Division of Biological Sciences and UM

The Division of Biological Sciences at The University of Montana-Missoula delivers high-quality academic programs in the biological sciences. The division’s mission includes educating students at all levels from the baccalaureate to the doctoral, so that they develop the knowledge, skills, and attitudes to succeed as professional biologists and as citizens in a rapidly changing world facing challenges and opportunities that include significant biological components; to foster strong research programs that create new knowledge, understanding, and approaches in biology and that enhance the learning environment for students; and to apply biological science to benefit the university, state, region, nation, and the world.

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, Missoula, and the State of Montana, please visit the links below.

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Position Details

Position Title:                    Administrative Associate III

Position Number:              016400

Department:                       Division of Biological 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:                                $15.155/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).

Must be eligible to work in the United State upon hire. Sponsorship is not available for this position.

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How to Apply

Priority Application Date: Wednesday, August 9, 2023 by 11:59 PM (Mountain Time)

Complete applications received by this date will be guaranteed consideration. To receive full consideration, candidates are required to submit all of the following materials.

Please submit the following application materials** via the UM Jobs portal and by clicking “New Resume/CV” button.  Please do not apply through Indeed.com*.

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.

*Applying through Indeed.com or easy apply through Indeed.com may result in submission of an incomplete application.  Applications may be removed from full consideration if they are not complete with materials listed above under the “How to Apply” section.  It is the responsibility of the applicant to ensure complete application materials are submitted and received by the date listed above. 

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

Position Type
Full-Time/Regular