Administrative Associate IV, School of Speech, Language, Hearing, and Occupational Sciences

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.
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The School of Speech, Language, Hearing, and Occupational Sciences (SLHOS) invites applications for an Administrative Associate IV to join their dynamic team.
Reporting to the School Chair, the Admin Associate IV will work as part of a close-knit administrative team made up of a lead Administrative Associate Manager/Budget Analyst, the Director of the DeWit RiteCare Speech, Language, & Hearing Clinic, and the Program Director of the Occupational Therapy Doctorate (OTD) program.
Working closely with the Administrative Manager, this position will be responsible for providing programmatic support to all units in the school, overseeing day-to-day operations, and developing and implementing strategies to improve operational efficiency and effectiveness.
This position requires an individual who is driven and self-motivated, innovative, and is someone who takes initiative without having to be told what needs to be done.
This individual must be comfortable adjusting to changing priorities throughout the academic cycle, demonstrate sound judgement, and maintain a consistently professional and personable demeanor.
Each day will be different and stimulating, and the energy in the school is positive and rewarding! Key duties and responsibilities include but are not limited to: Office/Administrative Management Provide professional face-to-face, telecom, and digital customer service.
Manage daily office functions such as ordering supplies and submitting maintenance work orders for the school.
Prepare Registrar academic course schedule for each semester, coordinate classroom assignments, and coordinate meetings for the school.
Facilitate records management of academic unit (including on-campus and online students in unit).
Maintain filing system of both paper and electronic documents.
Schedule and manage appointments in electronic medical record system.
Manage clinic intake paperwork (paper and electronic).
Greet and assist DeWit RiteCare clients, families, students, visitors, and supervisors.
Clientele in the clinic have a variety of communication disorders, therefore possession of, or ability to learn, accessible communication skills for successful interactions across diverse populations is essential.
Maintain appearance, organization, and cleanliness of school and clinic.
Field all new inquiries and triage accept, referral, or email lists.
Use DocuSign to effectively collect signatures for our annual contracts (e.
g.
, with Missoula County Public Schools).
Facilitate sliding fee/scholarship process, including directing clients to paperwork, processing paperwork, and implementing the electronic medical record system.
Coordinate components of affiliate relationships (e.
g.
, Scottish Rite, Rocky Mountain Ear, Nose, Throat Clinic, Missoula County Public Schools), including retrieving signatures for contracts, scheduling activities, and follow-up communication.
Program Management Meet with School Chair and Directors of units to discuss and address departmental and programmatic needs.
Assist with Faculty Evaluation Process.
Attend School meetings, Coordinator meetings, Clinic related meetings, and take minutes.
Collect and archive syllabi with the Mansfield Library each semester.
Assist Budget Analyst with Travel forms and paperwork.
Facilitate marketing activities in collaboration with School visibility working group, including creating and ordering materials, posting to social media, updating website, etc.
Other duties as they arise.
Required Skills Knowledge of standard office practices and procedures: business English, spelling, grammar, punctuation, composition, and good communication skills.
Proficient with basic office technologies and software.
Familiarity with record keeping and tracking.
A positive and constructive attitude, ability to interact patiently and respectively with patients, students, co-workers, faculty, and administration.
Ability to maintain effective working relationships with a diverse group of individuals.
Ability to take initiative and work efficiently without supervision.
Ability to learn and apply university policies, procedures and understand campus departments.
Excellent communication skills including written, listening, and verbal.
Ability to maintain discretion/confidentiality.
Minimum Required Experience High School diploma and at least three (3) years of related work experience or an equivalent combination of education and experience Preferred Qualifications Bachelor’s degree Experience in the use of UM-specific systems (BANNER, UMDW, GrizMart, U-Approve, etc.
) Prior customer service experience Ability to work well with diverse groups of people Vision for ways of improving efficiencies and outcomes with existing processes.
About the School of Speech, Language, Hearing, & Occupational Sciences and UM The mission of the School of Speech, Language, Hearing, & Occupational Sciences is to enrich lives and communities in rural mountain west and beyond through meaningful education, research, and service in the Speech, Language, Hearing, and Occupational Sciences.
Our vision is to be leaders in improving lives and connecting communities through dynamic research, teaching, and clinical practice.
Students in the Speech, Language, Hearing, & Occupational Sciences programs receive training in the areas of: Effective communication Speech, language, hearing development Social and cultural foundations Neural development, anatomy and physiology Acquired and developmental disorders related to communication Client assessment and evaluation and intervention Research methods Professional orientation 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 where 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.
University of Montana Video: Mission First, People Always UM on YouTube City of Missoula Video: There's This Place Destination Missoula Missoula Area Chamber of Commerce The State of Montana Visit Montana Position Details Position Title: Administrative Associate IV Position Number: 163840 Department: School of Speech, Language, Hearing, and Occupational Sciences (SLHOS) Work Schedule: Full-time, 1.
0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm.
Salary: $18.
99/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.
How to Apply Priority Application Date: Sunday, November 26, 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: 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.
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.