Administrative Associate III Athletics

Profile

The

Athletics Department

invites applications for an

Administrative Associate III

to join their team. This position is responsible for duties such as administrative support to the Athletic Director, ProCard Account Manager, and general office responsibilities. This position serves as the ProCard Account Manager for the Athletic Director, two Associate Athletic Directors, Accounting Associate, three Academic Advisors and seven sport head coaches. This position serves as the primary departmental receptionist. The level of confidentiality required in this role is extremely high.

Key duties and responsibilities include:

Screen calls, visitors, emails, and correspondence

Maintain the AD’s calendar

Prepare a wide variety of presentations, forms, documents, and correspondence

Serve as the minute-taker for administrative meetings, including but not limited to Department Heads and the National Advisory Board for Grizzly Athletics (NABGA)

Maintain a file for pending receipts for each department/or individual cardholder.

Require ProCard users to submit signed or initialed itemized receipts as they receive them.

Update Banner transactions (index codes, account codes, activity codes, and descriptions) for assigned departments.

Identify and explain any atypical transactions:

Missing receipt – complete missing receipt form

Credit due on charge due to overcharge – copy original receipt and keep in file until credit is received from vendor or other action is taken.

Disputed or unknown charge – notify Business Services (print Banner screen and denote that charge is being disputed).

Submit all receipts and any substitute documentation to Athletic Business Affairs Office.

Organization and information hub for Intercollegiate Athletics: keep current on all office events, athletic events and Adams Center events; plan and coordinate office events; communicate information to appropriate staff.

Maintain the ticket/product donation request database for the department. Design and answer questions associated with donation certificates; design all donation certificates.

Prepare UM foundation requests for 353 (Athletics Unrestricted) , 70L (Athletics Success Fund) and 23P (NABGA)

Visitors guide for football and basketball – design, print and distribute to all opposing schools for football. Design and print of stadium suite policy and stadium suite guide.

Point person for Game day with the Athletic Director

Serve as the point person for the eligible Sky Club membership database: field questions regarding Sky Club membership; updates guest names in the database from member requests.

Athletic Department employees and those University employees outside the Athletic Department with NCAA rules compliance responsibilities are subject at all times to NCAA Bylaws 10.1 and 11.1 regarding ethical conduct and the responsibility to positively contribute to a campus culture of NCAA rules compliance. Failure to conduct oneself as such will result in disciplinary or corrective action up to and including immediate discharge.

Required Skills

Strong diplomatic and negotiation skills

Knowledge of standard office practices and procedures, business English, grammar, spelling, composition and punctuation

Oral and written communication skills, including ability to effectively communicate with Intercollegiate Athletics staff, students, coaches, UM faculty, staff and the public

Demonstrated skill in the operation of personal computers and related word processing, spreadsheet and database software (Microsoft Office) and standard office equipment: copiers, fax machine, multi-line phone system

Public relations, interpersonal, and communication skills, including ability to provide exceptional customer service to the public

Ability to problem solve and make sound decisions while maintaining a professional, personable demeanor

Ability to be flexible and adapt to changing work demands

Organizational, time management, and multi-tasking skills with the ability to meet deadlines in a busy environment with attention to detail

Ability to maintain strict confidentiality and work on projects independently

Minimum Required Experience

Bachelor’s degree and two (2) years related work experience

Preferred Qualifications

Experience in an athletics setting

About the Athletics Department

and UM

Grizzly Athletics, through honoring and promoting the University of Montana mission, retains the trust and respect of campus, alumni, supporters and the State of Montana by graduating student-athletes, striving for excellence, competing with integrity, and serving as a concerned and committed partner in community life.

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 and 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, please visit the links below.

University of Montana

Video: UM Lifestyles

University Highlights

Position Details

Position Title:

Admin Assoc III

Position Number:

009630

Department:

Athletics

Work Schedule:

Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, 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 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).

Company info

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