Administrative Associate IV, Montana Clinical and Translational Research Center

The Montana Clinical and Translational Research Center (MCTRC) invites applications for an Administrative Associate IV to provide administrative, technical, and clerical support to faculty and staff within the MCTRC, the Montana Public Health Training Center (MPHTC), and the Students Participating in Air Research and Knowledge Translation (SPARK) Project. This position reports to the MCTRC Operations and Fiscal Manager and the MPHTC Director. This is primarily an in-person position with some flexibility for a hybrid work arrangement. Examples of Duties and Responsibilities Provide administrative support by preparing correspondence, processing routine forms, maintaining physical and electronic filing systems, and performing a variety of general office duties. Coordinate travel arrangements and prepare travel authorizations and reimbursement documentation for faculty, staff, and non-employees in compliance with University policies and procedures. Create, process, and track University financial and administrative documents, including U-Approve forms such as RPTs, Cost Transfers, and Journal Vouchers. Schedule, coordinate, and provide administrative support for meetings, trainings, and events, including logistics, virtual meeting platforms, agendas, meeting minutes, and follow-up communications. Assist with the planning and execution of conferences, symposiums, workshops, and other special events, including occasional evening, weekend, and travel responsibilities. Provide technical support by maintaining program websites, troubleshooting software issues, supporting Zoom and Microsoft Teams meetings, managing YouTube content, and assisting with audiovisual technology for in-person and virtual events. Develop marketing and communication materials using Canva, HubSpot, and other digital tools to promote program activities and outreach initiatives. Foster positive working relationships by providing excellent customer service, effectively managing multiple priorities, adapting to changing technologies, and collaborating with faculty, staff, and external partners to support program operations. Minimum Qualifications High School diploma and two (2) years of experience or an equivalent combination of education and experience. Ability to work independently and manage competing priorities. Strong problem-solving and critical thinking skills with the ability to identify and implement effective solutions. Exceptional attention to detail and a high level of accuracy in completing work. Ability to collaborate effectively as a member of a team while contributing positively to a shared work environment. Proven ability to establish and maintain effective working relationships with colleagues, leadership, and campus partners. Excellent written and verbal communication skills, with the ability to communicate professionally with diverse audiences. Strong organizational and time management skills with the ability to manage multiple projects and deadlines. Customer-focused mindset with a commitment to providing responsive, professional, and high-quality service. Preferred Qualifications Bachelor’s degree. Knowledge of University policies and procedures for travel, procards, GrizMart, and catering. Experience with virtual meetings and/or trainings. Experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, OneDrive, Sharepoint), Zoom, Teams, Canva, Adobe, YouTube. Two (2) years of work experience in a high-demand, fast-paced office setting. Additional Information Compensation Title: Administrative Associate IV Union: FOCUS-MFPE 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 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. 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. The University of Montana offers a wide variety of benefits. Please visit the Montana University System Benefits website for full information or contact our office if you have additional questions. #J-18808-Ljbffr The University of Montana - College of Business