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Administrative Associate III, Graduate School
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University of Montana (UM), Helena College, and UM Western
Missoula, MT (In Person)
Full-Time
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Job Description
The Graduate School invites applications for an Administrative Associate III to provide administrative, operational, and student-service support with shared responsibilities across graduate admissions, graduations, communications, office operations, and program support. Working closely with Graduate School staff, this position helps ensure efficient daily operations and delivers high-quality service to graduate students, faculty, staff, and the public. The successful candidate will demonstrate strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced environment. This is a temporary position not to exceed one year. Process graduate admissions applications, maintain applicant records, and monitor files for completeness and timely follow-up with prospective students. Support graduate recruitment, outreach events, and marketing initiatives to attract and engage prospective students. Respond to student, faculty, and departmental inquiries by phone, email, and in person, providing high-quality customer service. Maintain accurate student records in Banner, Slate, and related systems while supporting academic progress tracking and graduate milestones Assist with graduation application processing, degree audits, and monitoring student progress toward degree completion. Provide front office reception coverage, coordinate meetings and events, and prepare routine correspondence and documentation. Maintain office records, supplies, electronic forms, website content, and workflow documentation to support efficient operations. Support administrative and financial functions, including purchasing, travel paperwork, reconciliations, compliance activities, and special projects. High School diploma and two (2) years of experience or an equivalent combination of education and experience. Excellent customer service and interpersonal communication skills. Ability to prioritize multiple tasks and work effectively in a deadline-driven environment. Strong organizational skills and attention to detail. Ability to communicate professionally both orally and in writing. Ability to maintain confidentiality and exercise sound judgment. Knowledge of standard office procedures and office equipment. Basic proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams. Ability to learn and utilize university software systems and databases. Ability to work collaboratively with students, faculty, staff, and the public. Ability to interpret and follow policies, procedures, and instructions accurately. Demonstrated problem-solving and critical-thinking abilities. Ability to adapt to changing priorities and processes. Preferred Qualifications Bachelor's degree or equivalent combination of education and experience. Experience working in higher education or a student-service environment. Experience with Banner, Slate, DegreeWorks, or similar student information systems. Experience with office administration, customer service, or administrative support. Experience maintaining records and processing detailed information accurately. Familiarity with graduate admissions, graduation processing, or academic records. Experience with website content management systems or electronic communications. Experience coordinating events, trainings, or projects. Experience with accounting or bookkeeping experience.
Compensation Title:
Admin Associate III Union:
FOCUS-MFPE
Work Schedule:
Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, temporary position not to exceed one year.Benefits Include :
Insurance package, retirement plan, and wellness program. Screening of applications will begin after the closing date; however, applications will continue to be accepted until an adequate applicant pool has been established. Complete applications received by the closing date will be guaranteed consideration.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 Three (3) Professional References
- names and contact information Must be eligible to work in the United States upon hire.