Adminstrative Associate IV

Profile

Helena College University of Montana a comprehensive two-year college, provides access to and support of high quality lifelong educational opportunities for our diverse community. Helena College is seeking qualified applicants who wish to become part of a dynamic and creative team for a full-time position as an Administrative Associate IV.

The Administrative Associate IV (Assistant to Executive Director of Career Technical Education)

is responsible for the daily, ongoing management/liaison support needed for the Executive Director of CTE and the office to carry out its responsibilities as the division’s administrative arm, as well as providing general reception and customer service for the Airport Campus. The position directly assists the Executive Director with administrative, financial, and resource management duties required for the office’s operation. The position also serves as a liaison between the Executive Director and the college’s faculty, staff, and students.

Duties include, but are not limited to:

Office Management and Support

Tracking supply inventory for multiple areas within the division. Areas include all academic supplies needed for faculty and staff within the division and all consumables needed to operate the programs.

Tracking of book and/or material adoption for courses: This position tracks faculty book and/or material adoptions for all scheduled courses, every semester, ensuring that all adoptions are completed. The position provides the necessary guidance and reminders to faculty, as needed.

Assistance with all necessary forms and documents needed by the Executive Director, and on occasion, other Directors, faculty, and staff in the division. Documents will include, but are not limited to, travel forms, time cards, purchase orders, budget modifications, updated contact information, Motor Pool documents, etc.

Assists the Executive Director with their schedule by scheduling appointments for students, faculty, and staff, and adding important calendar reminders (BOR, faculty and staff leave schedules, supervisor on call) in Outlook

Assists the Executive Director with meeting coordination activities (schedule, agenda, minutes, etc.) for all industry partner meetings.

Attends regular meetings with administrative support staff and staff senate.

Provides all clerical assistance for the division as needed, including copying, shredding, and maintenance of all equipment (copier and shredder) and supplies needed.

Provides customer service to both internal and external customers at the Airport Campus.

Answers and directs phone calls for the Airport Campus reception desk and the Executive Director.

Purchasing Clerk and Financial Duties:

Purchasing Clerk for the division. This position compiles requests for materials, prepares all purchase orders, tracks purchases, and handles all inquiries about orders. The position is responsible for gathering all necessary information needed for orders, including researching the best purchasing options. The position maintains all purchasing records for both materials and services. The position tracks all orders ensuring timely arrival and that they meet the purchaser’s specifications.

Tracking budgets for all areas within the division. This position tracks debits and credits for several budget indexes within the division, providing regular reporting to the Executive Director.

Schedules and tracks all required service and maintenance necessary for equipment and waste within the division. This includes maintenance on equipment in the shops, and all waste pickups needed for the trades programs and clerical waste (records) that need to be shredded.

Academic Affairs

Creating, tracking, and maintaining all Letters of Offer and Letters of Assignment (faculty teaching contracts) for all full-time and adjunct faculty teaching in the CTE division.

Tracking of faculty course loads and overload assignments. This position works with the Executive Director and HR to track all full-time faculty workloads during each academic year, maintaining the necessary documents for tracking purposes.

In order to ensure continuity of academic affairs processing, cross train with and perform duties in absence of Serves as the Assessment Database Administrator for the Academic Standards and Curriculum Review Committee, tracking all curriculum development and revision to ensure it progresses through all required steps of the approval process.

Creation of and maintenance of the Faculty Handbook. This position works with the Executive Director to create and maintain an updated copy of the faculty handbook, which includes all necessary information and operating procedures specific to faculty. The handbook is updated on a regular basis and is provided to all faculty.

Creation of all academic maps for trades programs used for student advising. This position creates all the academic maps (degree sheets for advising) using the academic pathway information provided by faculty and approved by the Academic Standards and Curriculum Review Committee. The information is in the assessment database and is formatted by this position to create academic maps for all academic pathways at Helena College. Academic maps are created in both Word and PDF fillable formats.

Creation of the fall, spring, and summer course schedules. This position will work with faculty to create the schedules for all courses offered in the division, before submitting to the Executive Director for final review and submission to the Registrar’s Office.

Collection and retention of all course syllabi. This position will collect all syllabi for all courses offered every fall, spring, and summer semesters, and will retain them meeting all record-keeping requirements.

Attends division or department meetings when needed and as requested by the Executive Director.

Maintains all files and records necessary for all adjunct faculty in the division.

Assists faculty obtaining Class 4 or Class 8 Licenses through OPI.

Serves as the administrator of college’s advisory board structure, including

Maintaining membership for all boards

Ensuring board meetings are scheduled and records kept for compliance with NWCCU standards

Create follow up process to ensure recommendations are acted upon or responded to

Working with faculty and departments for agenda items, scheduling, and minutes

Ensuring advisory board information is posted to the website and site is regularly reviewed and maintained

Active participate in planning and hosting campus events, which may require evening or weekend hours on occasion

Assist with activities related to administration of Perkins Grant, including, but not limited to:

Local needs assessment meetings

Budget tracking

Purchasing

Reporting

Equipment inventory maintenance

Minimum Qualifications

Associate degree or certificate in related field and relevant work experience; or an equivalent combination of education and experience

Understanding of all Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.

Good written and verbal communication skills

Ability to prioritize and manage projects.

Good organizational and time management skills

Good problem solving skills

Ability to work independently with minimal supervision after training and when comfortable in position

Good Attention to detail

Basic understanding of how to use research to find information

Understanding of the need for discretion and confidentiality

Preferred:

Knowledge and understanding of business office management

Knowledge and understanding of Board of Regents structure

Knowledge and understanding of the Montana University System and its various campuses

Knowledge and understanding of accounting and budgeting

Benefit and Salary Information

$14.04 - $17.55 hourly.

Benefits include a comprehensive and competitive group benefits package

including Insurance package, mandatory retirement plan, partial tuition waiver, professional development, and wellness program.

Company info

The University of Montana
Website : https://www.umt.edu