Administrative Associate III, Campus Compact

Montana Campus Compact invites applications for a part-time Administrative Associate III. The MTCC Administrative Associate will support the Campus Compact AmeriCorps program, whose members help remove barriers to post-secondary education for first generation, low-income and minoritized Montanans. The role reports to the AmeriCorps Program Director, and is part of a management team including the program specialist, senior leader and executive director. This is the lead role for ensuring compliant, responsive administrative systems for the AmeriCorps program and its participants and is responsible for overseeing several simultaneous processes, to ensure AmeriCorps members are able to serve and are well-supported in their service.

 Professional Administrative Roles

• Leads all National Service Criminal History Checks for incoming AmeriCorps members and staff including vendor relations, compliance, file management, and staff training;
• Manages and maintains compliant AmeriCorps files;
• Manages the America Learns timekeeping system and monitors processes;
• Serves as liaison with other UM departments, like Human Resources for onboarding and exiting members;
• Maintains file management procedures and systems for MTCC records and grant documents;
• Provides professional support and communications for member recruitment and retention efforts; and
• Other administrative duties as assigned.

Professional Financial Support Roles

• Leads all travel support for members, including logistics, travel form processing, ensuring timely reimbursements, compliant records, and support for AmeriCorps members and supervisors;
• Support for AmeriCorps purchasing card, ensuring strong compliant record keeping, receipt scanning and fining and reconciling of purchases; and
• Other financial support duties as assigned.

Support roles

• Supports AmeriCorps member recruitment, and retention including conducting interviews and communication;
• Supports member professional development and training;
• Data gathering and reporting;
• Communications, including social media and impact sharing; and
• Other support duties as assigned.

This position requires incumbent to develop working knowledge of Montana Campus Compact; develop working knowledge of Banner, UMDW, and Grizmart; develop working knowledge of process and flow of the departments Accounts Payable/Receivables; develop working knowledge of whom to contact when issues arise or when needing assistance on how to process a task (i.e. business services for invoices not being processed, Human Resources for paycheck issues, ORSP for grant questions.); develop working knowledge of and ability to prioritize projects with the daily multitasking that is needed to maintain the workflow of this position; and develop working knowledge of the grant process and how to keep it well organized, compliant and on budget. This position also requires incumbent to be certified with Montana Department of Justice to conduct background checks.

Required Skills

• Strong organizational skills and attention to detail;
• Ability to process and prioritize multiple tasks in a professional manner;
• Knowledge of office procedures and ability to learn University policies and procedures;
• Ability to assist in developing and implementing office management systems as needed in a growing program;
• Experience with office tasks including emails, mailings, filing, and processing routine forms and paperwork;
• Professional orientation and strong customer service focus in representing the department with AmeriCorps members, UM staff, supervisors, campus CEOs, nonprofit and school partners, and community stakeholders;
• Excellent communication skills, both written and oral, including excellent phone and email etiquette and the ability to effectively communicate with diverse populations and stakeholders;
• High ethical standards and ability to handle confidential personal data, including criminal background check results;
• Strong computer skills, including proficiency with office hardware (computers, telephones, printers, scanners) and software, including the following: Word, Excel, Outlook, Canva and Access, google suite, and Submittable;
• Knowledge about Montana culture and communities, including experience in the higher education and nonprofit sectors
• Ability to work independently and maintain consistent office hours, between 8:00 AM and 5:00 PM, Monday through Friday. 20 hours weekly.

Required Experience

• High School diploma and at least three (3) years of related experience in an office setting or an equivalent combination of education and experience.

Preferred Qualifications

• Ability to learn, solve problems and create comprehensive task lists;
• Professional experience as an administrative assistant and/or office manager;
• Experience with AmeriCorps and/or VISTA, or Peace Corps and federal funders and grants is preferred.
• Experience using UM database software and systems, including Banner and UMDW;
• Proven ability to work respectfully with diversity, including tribal, aged, rural and high-poverty communities;
• ability to work collaboratively within a group, as both contributor and project leader; and
• Volunteer and service experience;

About Montana Campus Compact and the University of Montana

Montana Campus Compact (MTCC) is committed to advancing the public purposes of colleges and universities by deepening their ability to improve community life and to educate students for civic and social responsibility. As a statewide network of campuses, MTCC engages students, faculty, administrators, and community volunteers to address critical community needs through strong campus-community partnerships. Hosted by The University of Montana, the MTCC Network Office facilitates the work of Campus Compact institutions throughout the state by securing funding, administering programs, organizing training, and providing technical support for program participants, grantees, and partners.

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.

Position Details

Position Title:                    Administrative Associate III

Position Number:              NEW

Department:                       Montana Campus Compact

Work Schedule:                 Part-time, .50 FTE (20 Hours a week), 12 months/year

Salary:                                $14.605/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:               MFPE

Probationary Period:        Six months minimum

Benefits Include:               Insurance package, mandatory retirement plan, and professional development/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).

How to Apply

Priority Application Date: Sunday, October 9, 2022 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

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

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.

Missoula, Montana, United States