Administrative Associate IV, Human Resource Services

University of Montana•Missoula Mountain Campus, MT

About The Position

Human Resource Services (HRS) invites applications for an Administrative Associate IV to provide primary administrative support to the department, focusing on the administrative, operational, and coordination needs of HRS leadership. As part of the UM People and Culture sector (PCS), the 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, and manage competing priorities in a fast-paced, collaborative environment. The role provides administrative and logistical support to HRS and PCS leadership; coordinates meetings, events, committees, and communications; supports financial and administrative operations; and assists Workforce Support Center operations, including front desk coverage and visitor assistance. The position also responds to inquiries, coordinates service requests, and researches and compiles information for reporting and decision-making. This position is not represented by a bargaining unit (union). It is full-time, 1.0 FTE (40 hours per week), Monday through Friday, 8:00 a.m. to 5:00 p.m., 12 months per year. The probationary period is a minimum of six months.

Requirements

High school diploma and four 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.
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.
Ability to work efficiently independently and as part of a team.
Strong customer service skills, including professional phone and email etiquette.
Adaptability and willingness to learn new systems, software, policies, and procedures.
Ability to exercise discretion and maintain confidentiality when handling sensitive or private information.
Must be eligible to work in the United States upon hire; sponsorship is not available.
Complete application must include a letter of interest, detailed resume, and three professional references with names and contact information.

Nice To Haves

Experience with business travel procedures.
Experience with basic accounting and reconciliation practices.

Responsibilities

Provide administrative and logistical support to HRS and PCS leadership.
Prioritize requests and provide 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.