Administrative Associate III Office of Research and Creative Scholarship

Profile

The

Office of Research and Creative Scholarship

invites applications for an

Administrative Associate III

to join their team. This position will support the Vice President and Directors in the Office of Research & Creative Scholarship (RCS). The incumbent will be required to provide excellent customer service, have strong organizational skills, the ability to prioritize tasks, manage multiple priorities, work independently, and work with a variety of employees across campus and in the community. This position requires excellent oral and written communication skills, the ability to maintain strict confidentiality when required, and the ability to problem-solve.

This position is highly visible and must use considerable and varied communication skills to represent the Office of the Vice President for Research and Creative Scholarship in a professional manner through written and verbal exchanges. Work requires the use of intellectual analysis and evaluation and the application of professional principles and practices to manage the daily operations.

Major Administrative Functions

Provide administrative support for the Vice President, Directors, faculty, researchers, and administrative associates

Responsible for coordinating with Facility Services for any maintenance related items

Act as the liaison to various campus entities

Organize, plan and coordinate events and create promotional materials

Schedule services, such as car rentals, as requested

Search OSP grant files and spreadsheets in order to determine whether the call should be directed to a pre-award or post-award person

Deliver information daily to Business Services, Human Services, Treasury, Graduate School, Financial Aid and other offices as needed

Compile supply lists and order supplies for RCS and OSP

Special projects as assigned

Wipe down the kitchen area as needed or at minimum, at least once a week

Compliance Functions

Assist with special projects necessary for research compliance activities, including export control, responsible conduct of research, HIPAA, and the Research Compliance Committee

Determine the best methods and procedures for conducting departmental business, and assist in compliance and development of policies and procedures that ensure compliance with unit, University, State and Federal policies, procedures and/or guidelines

Fiscal Functions

Monthly processing of multiple payrolls, obtaining timesheets, reviewing timesheets for accuracy, ensuring proper signatures are obtained, and entering payroll into GTO (Griz Time Online payroll system)

Process invoices for payment through GrizMart (procurement system)

Process travel forms and reimbursements and ensure that appropriate approvals have been obtained

Compile and perform calculations for the LAR process

Collect monthly Procard (purchasing card) receipts, reconcile receipts to Procard reports for multiple card-holders, coding and entry of purchases into Banner

Create and maintain Excel spreadsheets, gather and compile information as requested by program directors

Monthly processing of departmental per diem distributions

Review incoming documents, confirm salaries, and coordinate the movement of documents to various offices

Approve appropriateness of expenditures, purchases, transfers, and reimbursements and process these items

Research, gather, and compile information, analyze and produce reports, track information and interpret data

Track and maintain balances for grants/contracts/indexes, and generate summary reports

Maintain process for tracking and managing use of the research trailer

Other fiscal duties as assigned

Required Skills

Proficiency with Microsoft products such as Word, Excel, PowerPoint, Publisher

Proficiency in Excel and the ability to create spreadsheets, tables and charts

Experience using software packages

Ability to perform math calculations, especially related to salaries and benefits

Ability to work with diverse group including co-workers, staff, directors, administrators, faculty, and students and provide positive professional customer service

Demonstrated competence in completing multiple and complex tasks with attention to detail and accuracy

Ability to work independently in order to complete work and the ability to accept direction

Ability to organize and prioritize work with multiple deadlines while also paying attention to detail

Demonstrated skill in business English, spelling, grammar, composition, proofreading, and the ability to create, compose and edit complex materials

Minimum Required Experience

High School graduation and (3) years related work experience or an equivalent combination of education and experience

Experience in researching, gathering, compiling, and analyzing information in order to interpret data and produce reports

Preferred Qualifications

Associate or Bachelor’s degree.

Experience with GrizTime Online (payroll processing)

Proficiency in GrizMart (purchasing, setting up contracts, initiating payments, and processing travel documents)

Experience in Banner/Financial –Entering data, looking up salaries, and researching items

Experience UM Data Warehouse (UMDW)-running financial reports and researching items

Knowledge of the major functions under the Office of Research & Creative Scholarship

Familiarity with the directors and administrative associates employed by the centers that report to the Vice President of Research

General knowledge of the mission and work of the centers that report to the Vice President of Research

Understanding of research compliance

Ability to process recurring calculations with great accuracy

Strong knowledge of University of Montana policies, procedures, practices and resources

Knowledge of accounting best-practices and ability to apply those practices in order to establish systems and processes within the office

Strong ability to perform math calculations related to salaries and benefits

Demonstrated ability to provide excellent customer service

Prior experience using Excel to create spreadsheets

About the Office of Research and Creative Scholarship

and UM

UM's Office of Research and Creative Scholarship supports research-driven student success. Through advocacy and advancement of basic and applied research, creative work, and academic scholarship, ORCS fosters an environment where research, scholarly activities, entrepreneurship, and economic development thrive and advance the educational and research mission of the University.

The University of Montana is flagship, research institution with approximately 10,000 undergraduate and graduate students. It is located in Missoula, a culturally vibrant community of about 75,000, surrounded by mountains and three rivers converge. Abundant recreational opportunities in surrounding state and national forests and nearby Glacier National Park and Yellowstone National Park complement a thriving intellectual atmosphere. The University of Montana offers eligible employees a generous benefits package that positively separates UM from other local employers and offers many programs and policies to support work-life balance for its employees.

The University of Montana is an Affirmative Action/Equal Opportunity employer and has a strong institutional commitment to the principle of diversity in all areas. In that spirit, we are particularly interested in receiving applications from a broad spectrum of qualified 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.

To learn more about the University of Montana, please visit the links below.

University of Montana

Video: Mission First, People Always

UM on YouTube

Position Details

Position Title:

Administrative Associate III

Position Number:

069480

Department:

VPRCS

Work Schedule:

Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, 12 months/year

Salary:

$14.605/hr

Current employee’s rate of pay for this position will be determined by the staff compensation plan and will minimally be this posted salary. For questions and details regarding the staff compensation plan

, email the

Compensation Department

Union Affiliation:

FOCUS-MFPE

Probationary Period:

Six months minimum

Benefits Include

Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.

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. ADA/EOE/AA/Veteran's Preference

Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. References:

References not listed on the application materials may be contacted; notice may be provided to the applicant. Testing:

Individual hiring departments at UM 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, as legally required (e.g., Form I-9).

Company info

The University of Montana
Website : https://www.umt.edu