The University of Montana - College of Business
Administrative Associate IV, College of Education
The University of Montana - College of Business, Billings Metropolitan Area, Montana, United States
Administrative Associate IV, College of Education New
The Phyllis J. Washington College of Education (PJWCoE) invites applications for an
Administrative Associate IV
to join our dynamic team. Reporting to the Associate Dean, this position will work collaboratively as part of the administrative team to support the day-to-day operations of the College, provide programmatic support to departments, and develop strategies to enhance operational efficiency and effectiveness.
We are seeking a driven, self-motivated, and innovative individual who takes initiative and enjoys understanding the “why” behind the work. The ideal candidate will be adaptable to changing priorities across the academic cycle, exercise sound judgment, and consistently demonstrate a professional and personable demeanor. This fast-paced role offers variety every day and a chance to join a positive, collaborative office environment.
Examples of Duties and Responsibilities
Serve as the primary point of contact for College customers and manage daily office operations, including procurement, maintenance, room scheduling, and event coordination.
Oversee building operations, technology, furniture, cleaning, and office systems to ensure smooth day-to-day functions.
Plan and execute college events, acting as liaison with campus departments for venues, catering, and materials.
Manage course evaluations, syllabus archives, scholarship processes, and generate reports on enrollment, recruitment, and retention.
Attend meetings, take detailed notes, and assist with policy and procedural improvements.
Cross-train with academic advisors to support broader college functions.
Other duties as assigned.
Minimum Qualifications
High school diploma with at least three (3) years of relevant experience, or an equivalent combination of education and experience.
Knowledge of standard office practices and procedures, including business English, spelling, grammar, punctuation, and composition, with strong communication skills.
Ability to interact patiently and respectfully with co-workers, students, faculty, and administration.
Self-motivated, able to work efficiently with minimal supervision.
Curious and detail-oriented, with a strong desire to understand projects and issues thoroughly.
Demonstrated ability to complete tasks and follow through consistently.
Adaptable, with the capacity to meet challenges and learn new skills.
Ability to maintain discretion and manage interruptions effectively.
Highly organized, with strong attention to detail.
Proficient in essential office technologies and software, including Microsoft 365.
Preferred Qualifications
Bachelor’s degree.
Experience with UM-specific systems (Banner, UMDW, GrizMart, U-Approve).
Experience in building management and day-to-day logistics coordination.
Prior customer service experience.
Ability to identify opportunities to improve efficiencies and outcomes within existing processes.
Collaborative and open to working across teams.
Skilled at analyzing underlying issues to develop effective solutions.
Position Details
Position Number: 067530
Compensation Title: Administrative Assistant IV
Union: FOCUS-MFPE
Work Schedule: Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, 12 months/year.
Probationary Period: Six (6) months minimum
Benefits Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.
Application Materials
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.
Detailed Resume – listing education and describing work experience
Three (3) Professional References – names and contact information
Legal & Equal Opportunity Statement The University of Montana is interested in receiving applications from 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. The Affiliation of the University of Montana (UM Affiliation) is an equal opportunity employer. UM Affiliation does not discriminate against any applicant on the basis of protected class status as described in UM’s non-discrimination policy and any applicable law. Reasonable accommodations are provided in the hiring process for persons with disabilities. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. 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. Employment Eligibility: All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM and all affiliated campuses, as legally required. The University of Montana will require proof of authorization to work in the United States before final hiring. Further, based on the September 19, 2025, Presidential Proclamation and accompanying guidance from the USCIS and Dept. of State, the University may not be able to offer H-1B sponsorship. Particularly the University is not able to pay the $100,000 payment accompanying new H-1B visa petitions.
#J-18808-Ljbffr
Administrative Associate IV
to join our dynamic team. Reporting to the Associate Dean, this position will work collaboratively as part of the administrative team to support the day-to-day operations of the College, provide programmatic support to departments, and develop strategies to enhance operational efficiency and effectiveness.
We are seeking a driven, self-motivated, and innovative individual who takes initiative and enjoys understanding the “why” behind the work. The ideal candidate will be adaptable to changing priorities across the academic cycle, exercise sound judgment, and consistently demonstrate a professional and personable demeanor. This fast-paced role offers variety every day and a chance to join a positive, collaborative office environment.
Examples of Duties and Responsibilities
Serve as the primary point of contact for College customers and manage daily office operations, including procurement, maintenance, room scheduling, and event coordination.
Oversee building operations, technology, furniture, cleaning, and office systems to ensure smooth day-to-day functions.
Plan and execute college events, acting as liaison with campus departments for venues, catering, and materials.
Manage course evaluations, syllabus archives, scholarship processes, and generate reports on enrollment, recruitment, and retention.
Attend meetings, take detailed notes, and assist with policy and procedural improvements.
Cross-train with academic advisors to support broader college functions.
Other duties as assigned.
Minimum Qualifications
High school diploma with at least three (3) years of relevant experience, or an equivalent combination of education and experience.
Knowledge of standard office practices and procedures, including business English, spelling, grammar, punctuation, and composition, with strong communication skills.
Ability to interact patiently and respectfully with co-workers, students, faculty, and administration.
Self-motivated, able to work efficiently with minimal supervision.
Curious and detail-oriented, with a strong desire to understand projects and issues thoroughly.
Demonstrated ability to complete tasks and follow through consistently.
Adaptable, with the capacity to meet challenges and learn new skills.
Ability to maintain discretion and manage interruptions effectively.
Highly organized, with strong attention to detail.
Proficient in essential office technologies and software, including Microsoft 365.
Preferred Qualifications
Bachelor’s degree.
Experience with UM-specific systems (Banner, UMDW, GrizMart, U-Approve).
Experience in building management and day-to-day logistics coordination.
Prior customer service experience.
Ability to identify opportunities to improve efficiencies and outcomes within existing processes.
Collaborative and open to working across teams.
Skilled at analyzing underlying issues to develop effective solutions.
Position Details
Position Number: 067530
Compensation Title: Administrative Assistant IV
Union: FOCUS-MFPE
Work Schedule: Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, 12 months/year.
Probationary Period: Six (6) months minimum
Benefits Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.
Application Materials
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.
Detailed Resume – listing education and describing work experience
Three (3) Professional References – names and contact information
Legal & Equal Opportunity Statement The University of Montana is interested in receiving applications from 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. The Affiliation of the University of Montana (UM Affiliation) is an equal opportunity employer. UM Affiliation does not discriminate against any applicant on the basis of protected class status as described in UM’s non-discrimination policy and any applicable law. Reasonable accommodations are provided in the hiring process for persons with disabilities. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. 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. Employment Eligibility: All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM and all affiliated campuses, as legally required. The University of Montana will require proof of authorization to work in the United States before final hiring. Further, based on the September 19, 2025, Presidential Proclamation and accompanying guidance from the USCIS and Dept. of State, the University may not be able to offer H-1B sponsorship. Particularly the University is not able to pay the $100,000 payment accompanying new H-1B visa petitions.
#J-18808-Ljbffr