Administrative Associate II, University Center

University of Montana•Missoula Mountain Campus, MT

1d•Onsite

About The Position

The University Center invites applications for an Administrative Associate II to play a key role in supporting the planning, coordination, and execution of events on campus for UM Conference & Event Services. This role provides administrative and operational support to the Conference & Event Services (CES) team, manages daily office operations, supports event coordination and customer service, handles event documentation and financial processes, prepares event reports, and assists with general team and departmental support.

Requirements

Excellent customer service, communication, and interpersonal skills, with the ability to work effectively with diverse individuals and groups
Strong professionalism, integrity, discretion, and emotional intelligence, including the ability to remain calm and tactful in challenging situations
Strong organizational, problem-solving, and decision-making skills, with attention to detail and the ability to meet deadlines
Ability to understand and respond effectively to client needs, troubleshoot issues, and exercise sound judgment
Knowledge of event planning, office operations, policies, procedures, and risk management
Ability to work collaboratively, share knowledge, demonstrate initiative, and adapt to changing priorities
Proficiency with relevant technology and software, including Excel, EMS, Visio, and Canva
Must be eligible to work in the United States upon hire.

Nice To Haves

High school diploma and a minimum two (2) years of progressively responsible experience in the primary areas of responsibility
Proficient in use of business tools, equipment and software such as Microsoft Office Suite; knowledge of event software (e.g., EMS, Visio, Canva)

Responsibilities

Provide administrative and operational support to the Conference & Event Services (CES) team, including calendars, scheduling, databases, and project management systems
Coordinate daily office operations and coverage, including responding to inquiries, phone and email correspondence, supplies, and basic scheduling needs
Support event coordination and customer service, providing information and assistance to clients, campus partners, service providers, and event staff
Manage event documentation and financial processes, including pre- and post-event audits, work order reconciliation, billing verification, and invoicing
Prepare event reports and maintain accurate records, databases, contact lists, and event management information
Support event logistics and materials, including signage, room diagrams, event setups, and basic room scheduling using tools such as Visio
Provide general team and departmental support, including student scheduling and payroll backup and assisting the Director and Assistant Director with assigned projects and operational needs