Administrative Associate IV, Human Resource Services

Montana Closing Date: 11/15/2026 11:59 PM Mountain FLSA: Determined by Position Bargaining Unit: This position is not represented by a bargaining unit (union). Human Resource Services (HRS) invites applications for an Administrative Associate IV to provide primary administrative support to the department, with a focus on meeting the administrative, operational, and coordination needs of HRS leadership. As part of the UM People and Culture sector (PCS), this position also provides advanced administrative support to assigned PCS leadership, particularly the Vice President for People and Culture. The successful candidate will demonstrate professionalism, discretion, independent judgment, and institutional knowledge, along with the ability to manage competing priorities in a fast-paced, collaborative environment. Examples of Duties and Responsibilities Provide administrative and logistical support to HRS and PCS leadership. Prioritize requests and deliver professional customer service to internal and external stakeholders. Respond to inquiries, triage specialized questions, and coordinate service requests through TeamDynamix. Coordinate meetings, events, committees, and departmental communications. Support financial and administrative operations, including purchasing, travel, budget tasks, and recordkeeping. Research and compile information to support reporting and decision-making. Support Workforce Support Center operations, including front desk coverage and visitor assistance. Maintain confidentiality, exercise sound judgment, and foster collaborative working relationships. Minimum Qualifications High School diploma and four (4) years of directly related administrative work experience in a highly interactive business environment or an equivalent combination of education and experience. Proficiency with commonly used office software, including Microsoft Word, Excel, PowerPoint, and Outlook. Demonstrated proficiency using standard office equipment, including printers, copiers, and multi-line telephone systems. Highly developed organizational skills and exceptional attention to detail. Strong professional verbal and written communication skills. Ability to manage multiple tasks, assess priorities, and meet strict deadlines. Intermediate data entry and word processing skills. Demonstrated ability to work efficiently both independently and as part of a team. Strong customer service skills, including professional phone and email etiquette. Demonstrated adaptability and willingness to learn new systems, software, policies, and procedures. Proven ability to exercise discretion and maintain confidentiality when handling sensitive or private information. Preferred Qualifications Experience with business travel procedures. Experience with basic accounting and reconciliation practices. Additional Information Compensation Title: Administrative Associate IV Union: This position is not represented by a bargaining unit (union). Work Schedule: Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, 12 months/year. Probationary Period: Six (6) months minimum Benefits Include: Insurance package, mandatory retirement plan, partial tuition waiver, 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. Sponsorship is not available for this position. The University of Montana is interested in receiving applications from 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. The Affiliation of the University of Montana (UM Affiliation) is an equal opportunity employer. UM Affiliation does not discriminate against any applicant on the basis of protected class status as described in UM's non-discrimination policy and any applicable law. Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. Qualified candidates may request veterans' or disabilities preference in accordance with state law. Background check is required prior to the offer of employment. In accordance with university regulations, finalists for this position will be subject to background investigations per UM's policy and procedure. References: References not listed on the application materials may be contacted; notice may be provided to the applicant. UM partners with SkillSurvey for reference checking. Applicants may receive emails from SkillSurvey to submit reference information. Testing: Individual hiring departments within the UM Affiliation 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 and all affiliated campuses, as legally required (e.g., Form I-9). The University of Montana will require proof of authorization to work in the United States before final hiring. Due to the September 19, 2025 Presidential Proclamation and related guidance from USCIS and the Department of State, the University may be limited in its ability to offer H-1B sponsorship. At this time, we are unable to sponsor new H-1B visas that require payment of the additional fee introduced by the Proclamation. To apply, please visit https://www.schooljobs.com/careers/ummissoula/jobs/5535775/administrative-associate-iv-human-resource-services