Administrative Associate III, Graduate School

Salary: $19.15 Hourly
Location : Missoula Mountain Campus
Job Type: Temporary Hourly Staff
Job Number: 202400715
Department: Research & Creative Scholarship, University of Montana
Opening Date: 06/12/2026
Closing Date: 6/28/2026 11:59 PM Mountain
FLSA: Determined by Position


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.

Examples of Duties and Responsibilities

• 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.

Minimum Qualifications

• 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.

Additional Information
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:

1. 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.
2. Detailed Resume - listing education and describing work experience
3. 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.

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.

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.
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