This position will coordinate and support W.A. Franke College of Forestry and Conservation (FCFC) faculty and students. This includes but not limited to, developing, organizing, and coordinating the overall direction of the programs working closely with the Program Directors and Chairs as well as providing a high level of administrative support to faculty and students.

While College and Departmental policies provide specific direction for some projects, this position is expected to be able to be independent and work under limited supervision and to provide high level of support on complex and unstructured tasks as well as taking the initiative to develop and improve existing administrative and programmatic support systems. They will also be responsible for organizing different college and departmental events, working as a liaison between the college and other offices on and off campus such as Human Resources, Business Services, Catering and UC Events. This position is responsible for supporting departmental fiscal affairs, budget planning and budget oversight.

The Admin IV is highly visible and must use considerable and varied communication skills to represent the departments in written and verbal exchanges. Work requires the use of intellectual analysis and evaluation and the application of professional principles and practices to run departmental operations. Work requires interpretation, discretion, and judgment to resolves procedural problems.

Administrative/Reception

• Greet and assist prospective students and family members, current students, staff, faculty and general public.
• Work with Admissions to schedule prospective students visits.
• Maintain calendars via Outlook including scheduling rooms.
• Provide various program info for recruitment.
• Issue key cards and griz card access for faculty, staff and students.
• Assist and train students and faculty with travel processes and paperwork and maintain records.
• Make travel arrangements for faculty, students, speakers and guests.
• Cover and support main office and other admins when needed.
• Prepare and maintain FEC paperwork for faculty.
• Process facility work orders.
• Manage grant reporting as needed.
• Scheduling Zoom meetings.
• Student assistance and tracking, including but not limited to updating email lists each semester.
• Prepare department meeting materials, including agendas and minutes.
• Reserve vehicles for field courses.
• Maintain campus and faculty affiliate lists.

Accounting

• Pay invoices and make purchases as needed.
• Prepare and maintain annual fieldtrip budgets.
• Organize and maintain records for annual faculty retreat.
• Prepare proper forms for events and job searches.
• Prepare reimbursement documents.
• Provide Procard receipts for the accounting department all purchases with indexes and approvals.
• Budget oversight including ability to help prepare annual departmental budget and monitor expenditures during the fiscal year.

Program Duties

• Assist with marketing decisions regarding program related pamphlets, stickers, brochures, booklets and other hand-outs.
• Track and maintain updates to the program web pages.
• Assist and track recruitment communications with prospective students: follow-up phone calls and emails.

• Organizational skills, scheduling, ability to maintain detailed information, ability to multi-task and handle multiple priorities simultaneously.
• Ability to work with diverse groups of individuals and provide positive customer service.
• Effective interpersonal relationship/teamwork building and communication skills, commitment to customer service, adaptability, and ability to effectively problem solve.
• A high level of professionalism and the ability to represent FCFC to multiple audiences.
• Experience working with various software, including Microsoft Office, Outlook, and Zoom.
• Excellent oral and written communication skills.
• Knowledge or ability to learn of University, College, and departmental policies, procedures, organizational structure, and mission.
• Knowledge of or ability to learn Moodle, Banner, UMDW, InfoGriz, Submittable, U-Approve.
• Ability to research and compile data.
• Knowledge of office equipment such as fax, copier, and printer.
• Ability to maintain confidential records and adhere to FERPA requirements.
• Ability to maintain, reconcile and resolve bookkeeping transactions in conjunction with FCFC accounting staff as well as maintain field trip budgets.
• Ability to make sound decisions based on program’s long-term goals.
• Knowledge of or ability to learn how to use Grizmart and run Banner budget related inquiries and transcripts, etc.

Position Number: 070050

Work Schedule: Full-Time 1.0 FTE

Probationary Period: Six (6) months minimum

Screening of applications will begin after the closing date; however, applications will continue to be accepted until an adequate applicant pool has been established.

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

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 withing 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).