The University of Montana, a research-oriented, doctorate-granting institution, enrolls more than 14,000 students (including 2000 graduate students) from across the country and around the globe. Surrounded by a stunning landscape, UM is a magnet for top-notch faculty and researchers. THe University recently concluded a capital campaign that raised more than $100 million in private funds for facilities, scholarships and endowed chairs--more than any Montana educational institution has ever acquired in a campaign.
Position Number 040750
Department: Physics and Astronomy
Closing Date: Screening begins February 28, 2014; Applications received after 2/27 may be considered
Work Schedule: Full-time, 12 months/year, 1.0 FTE
font-family: arial, helvetica, sans-serif;">Union Affiliation: MPEA
Probationary Period: Six months minimum
Benefits Include: Insurance package, mandatory retirement plan, partial tuition waiver, professional development/wellness program
The Department of Physics and Astronomy of the University of Montana-Missoula sees its mission as having four complementary but distinct parts. First, we provide a sound, complete, and modern education for our undergraduate majors with sufficient preparation for either a career in a technical field or admission to graduate school. Second, we provide quality instruction in physics and in astronomy to undergraduate and graduate non-majors. Third, we provide technical expertise in physics, astronomy, and in computational methods to the University, the community, and the state. Fourth, we contribute to the scientific community at the national and international levels by generating new knowledge through research in physics and astronomy. To achieve each of these missions, we rely on a faculty and staff who are dedicated to quality teaching, committed to research and scholarly activity, and engaged in service to the University and the community.
This position provides administrative and organizational operation support for the Department of Physics and Astronomy. Duties include providing primary support for activities such as faculty evaluations; program review; advising; course and room scheduling; prioritizing and directing workflow from incoming calls and walk-in traffic; coordinating Commencement arrangements; and planning for department events. This position provides administrative support to the Chair. This person is expected to work with a high degree of independence and self-direction; proficiently multitask in a busy environment; adhere to strict timelines; work with varied campus entities including Human Resources, Business Services, Student Payroll, ORSP, Research Administration, and UM Foundation; plan and execute projects and tasks; create and maintain administrative, financial and personnel documents and records.
This position is responsible for department business operations. This includes monitoring state instructional and designated accounts as well as Foundation and grant accounts. Responsible for monitoring and ensuring compliance of all departmental financial activities, processing reimbursements; paying invoices; processing deposits; monitoring sales and service revenue; monitoring Procard activity and processing monthly reconciliation; and entering and approving purchases in GrizMart. This position plays a major role in preparing budgets, projections, and financial status reports and assisting faculty involved with research projects relating to tracking expenses and budget compliance. This position supports the Chair by providing reports, budget projections, and historical and relevant data for consideration when needed on state, designated, grant and Foundation accounts. This position processes all hiring documents; requests for personnel transactions; payroll documents; and termination paperwork for instructional faculty, research faculty, staff, and students; and enters and monitors payroll and checks for payroll irregularities and errors.
This position requires incumbent develop knowledge of UM campus and a level of proficiency in Banner, UMDW, Procard, Grizmart, GTO, EPAF and InfoGriz; familiarity with the curriculum and academic programs within the College of Humanities and Sciences; knowledge of institutional policies, procedures and operations, including UM travel procedures, purchasing policies and procedures, Human Resources policies and procedures, ORSP grant policies and procedures, and Foundation policies and procedures; and possess ability to evaluate and analyze conflicting regulations.
- Demonstrated ability to communicate effectively both orally and in writing with diverse populations including the department chair, other administrators, faculty, faculty applicants, staff, and students
- Ability to screen and manage calls, emails, and client inquiries in a timely and courteous manner
- Ability to provide positive, professional service in stressful situations
- Ability to research and respond to request for information using a variety of resources and contacts
- Ability to write, edit, design and produce informational materials including flyers and announcements
- Demonstrated sound judgment and the ability to maintain a consistently professional, personable demeanor
- Serve as a resource for faculty and staff across campus
- Ability to maintain confidentiality at the highest level
- Sensitivity to cultural differences
- High capacity to organize, prioritize, pay attention to detail, solve problems and make decisions with almost complete autonomy
- Good decision-making skills to handle minute-to-minute issues and to prioritize long tern activities
- Well-developed critical thinking skills and the ability to collaborate with others
- Organizational, time management, and multi-tasking skills with the ability to meet deadlines in a busy environment
- Ability to work with minimal supervision in an environment with frequent interruptions
- Knowledge of payroll practices and regulations
- Ability to complete fiscal, department, state and university reports in an accurate and timely fashion
- Skill in data retrieval, ability to research/analyze historical and current trends, and program needs
- Ability to implement budgetary changes; reallocation of funds
- Ability to manage travel, procurement and reimbursement documents internal database tracking and reconciliation, contracts, deposits, as well as billing and purchasing practices
- Demonstrated sound principles and practices of budgeting, financial planning, accounting, and cost control procedures
- Knowledge of supervisory practices and ability to coordinate student employee schedules and work assignments
- Ability to create and manage hiring and payroll paperwork for faculty, staff, and students
- Demonstrated experience with event planning
- Ability to schedule appointments
- Ability to schedule courses and rooms
- Ability to provide assistance to undergraduate, post-baccalaureate and graduate students regarding curriculum options, majors, departmental and University policies and procedures, registration support, academic petitions and other academic needs
- Knowledge of current FERPA regulations and confidentiality requirements
- Knowledge of standard office practices and procedures: business English, spelling, grammar, composition, proofreading and ability to edit materials
- Demonstrated skill in the operation of personal computers and related word processing, spreadsheet, database software, internet, and e-mail with the ability to learn other programs (Banner, GrizMart, GTO, EPAF, infoGriz)
- Proficiency with the operation and simple maintenance and troubleshooting of standard office equipment (copiers, printers, fax, multi-line phones)
- High School diploma and at least three (3) years of related experience or an equivalent combination of education and experience required.
HOW TO APPLY
Applicants are required to submit the following materials online via "New Resume/CV" button below. Step 5 "Attachments" in the online application process is where you may upload additional materials. Only five (5) attachments are allowed per application. Please combine documents accordingly.
- Letter of Interest – please also address the stated required skills for the position
- Detailed resume listing education and describing work experience
- Names and contact information for three (3) professional references
Criminal Background Investigation is required prior to Offer of Employment
In accordance with University regulations, finalists for this position will be subject to criminal background investigations.
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-M 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).