Administrative Associate IV

Montana Tech, Butte, MT 59701, Openings : 1, Experience : Not Specified
Job Description :

Administrative Associate IV

Montana Technological University provides a comprehensive benefits package for all eligible positions that includes health, dental and vision insurance, mandatory retirement plan with employer contribution, partial tuition waiver, and a wellness program.


  • Assist the M&ampME Department Head, MatSci Ph.D. Program Director, CAMP Director, department faculty, and CAMP professional staff.
  • Manage diverse budgets, including operating budgets, individual project budgets, and proposed research budgets.
  • Procure materials and equipment, reconcile finances, and ensure compliance with State and institution policies.
  • Support the CAMP director in managing a multimillion-dollar, multidepartment research program by organizing quarterly and annual reports for submission to the funding agency and tracking spending and budgets for over 20 separate tasks.
  • Prepare complex reports, correspondence, and relevant documents accurately and ensure timely submission of deliverables.
  • Follow up on information requests, conduct research, evaluate data, and make and implement complex departmental decisions.
  • Arrange and coordinate functions, including scheduling, logistics, and coordination with stakeholders.
  • Prepare and distribute newsletters for the M&ampME Department and CAMP, including content creation, editing, and distribution.
  • Manage logistics for advisory committee meetings and site visits, including hotel and travel accommodations.
  • Perform or assist with modifications and updates to the Department and CAMP websites to ensure accuracy and relevance of information.
  • Assist with student recruiting efforts.

Required Qualifications:


Equivalent of a Bachelors degree in a relevant field such as business administration, communications, or a related discipline OR a combination of relevant education, skills, experience, and willingness to learn


  • Proven experience in an administrative or executive support role, preferably in an academic or research setting.
  • Prior experience in office management or a related leadership role is important.


  • Comprehensive understanding of administrative procedures and office management principles.
  • Familiarity with budget management, financial reconciliation, and procurement processes in an academic or research environment.

Skills and Abilities:

  • Excellent organizational and time management skills to handle multiple tasks, prioritize responsibilities, and meet deadlines in a fast-paced environment.
  • Advanced written and verbal communication skills to effectively interact with department heads, directors, faculty, and professional staff.
  • Proficiency in using office productivity software (e.g., Microsoft Office suite) for document preparation, data analysis, and presentation creation.
  • Strong attention to detail to ensure accuracy in document preparation, financial reconciliation, correspondence, and report generation.
  • Working knowledge of common office software, including word processing (Word), spreadsheet (Excel), presentation (PowerPoint), and email/calendar management applications (Outlook).
  • Familiarity with database management, web content management systems, and online research tools is advantageous.
  • Basic understanding of budget management principles, financial reconciliation, and procurement processes

Preferred Qualifications:

  • Bachelors degree in a relevant field such as business administration, communications, or a related discipline is preferred.
  • In-depth knowledge and proficiency in administrative procedures
  • Ability to handle complex administrative tasks independently and efficiently.
  • Strong understanding of budget management principles, financial reconciliation, and procurement processes.
  • Experience overseeing budgets, tracking expenditures, and ensuring compliance with financial policies and procedures.
  • Exceptional organizational and multitasking skills to manage multiple projects, prioritize responsibilities, and meet deadlines.
  • Leadership and organizational skills to act as a one-person office and perform all required functions independently within the work unit.
  • Proficiency in preparing content, editing, and timely dissemination of newsletters for the M&ampME Department and CAMP.
  • Ability to perform or assist with website modifications and updates.
  • High level of independence and ability to operate autonomously within the work unit.
  • Demonstration of self-reliance in decision-making, problem-solving, and executing assigned tasks with minimal supervision.

Physical Demands:

  • Manual dexterity and coordination for tasks such as writing, typing, filing, and handling documents.
  • Ability to lift and carry light to moderate loads, such as boxes of office supplies or files.
  • Mobility to move within the office environment and around the campus for meetings, events, and errands.

Applications received by July 17, 2023 will be guaranteed full review and consideration. Applications received after that date may be considered until an adequate applicant pool has been established.

For full consideration application materials must be complete.

Please include:

  • Cover letter addressing qualifications,
  • Resume
  • Contact information for 3 professional references.

Any offer of employment is contingent upon a satisfactory criminal background check.

For full consideration application materials must be complete.

Any offer of employment is contingent upon a satisfactory criminal background check.

Montana Tech is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged. Montana Tech makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. In compliance with the Montana Veteran’s Employment Preference Act, Montana Tech provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans.

To claim veteran’s preference please complete the employment (veteran’s) preference form located on the employment page and email to You must include the job title of the position in which you are applying.

Employment (veterans) preference form

To request an accommodation for the application or interview, please contact Cathy Isakson 406-496-4380

Why Work at Tech?

Help meet the changing needs of society by providing a transformative student experience by helping develop leaders for tomorrow by advancing science, engineering and technology.

In addition, Montana Tech offers an attractive benefits package which includes:

  • Medical, Dental, and Vision Insurance with low deductibles and comprehensive coverage.
  • Generous employer contribution toward monthly health care benefits worth $6.08 per hour.
  • 5.9% retirement employer contribution for eligible employees
  • 12 Holidays per year
  • 3 weeks of Annual Leave to start
  • Generous sick leave policy that can be used for sick children, doctor and dentist appointments as well as bereavement.
  • 6 credits of coursework free per year (fees not included)
  • Life and Disability Insurance
  • Reduced tuition for dependents after 4 months of employment for eligible employees
  • Employee Assistance and a Wellness Program
  • Optional Retirement Plan for eligible employees
  • Possible remote work days with supervisor approval and eligible positions.

Montana Technological University, Butte Montana, is nestled in the Heart of the Rocky Mountains along the Continental Divide, where I-15 and I-90 intersect. We are home to the largest National Historic District in the country. Montana Tech is a special focus institution with a reputation for excellence and value. Montana Tech is ranked #1 in the nation by CollegeNET.


Last Date For Apply: 2023-10-07 00:00:00 Job Type : FULL_TIME, Employment Type : FULL_TIMEExpired