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Administrative Associate IV - Assistant to the Provost

Department: Provost/Vice Chancellor for Academic Affairs
Position: Full-time
Wage: $14.045 – $17.556 per hour plus complete benefit package
Union Affiliation: Exempt
Posting Date: July 2019


The Assistant to the Provost position provides primary administrative support for the Provost/Vice Chancellor for Academic Affairs. This is a twelve month position reporting directly to the Provost.


  • General administrative support and assistance with daily administrative activities.
  • Serves as central control for the Provost’s office by functioning as the first point of contact for the office, interacting with a diverse audience including external constituents, faculty, staff and students. Greets and directs visitations; answers phones and takes messages; answers questions requiring knowledge of terminology and organization of supervisor’s responsibilities; etc.
  • Arranges and coordinates meetings as needed.
  • Monitors and assists in implementation of administrative policies and procedures to ensure guidelines are followed according to the CBA.
  • Types contracts for faculty (adjunct, temporary, tenure-track).
  • Responsible for the coordination of the evaluation process of faculty by students.
  • Responsible for collecting and maintaining course syllabi.
  • Oversees Academic Affairs budget, including responsibilities such as categorizing expenses into appropriate codes, verifying appropriateness and accuracy of charges, processing expenses, and maintaining account balances; regularly reviewing budget with Provost.
  • Prepares spreadsheets for overload requests, equipment requests, makes travel arrangements, keeps appointment calendar and completes other duties as assigned by the Provost.


  • Three years of demonstrated experience in an administrative support position including a thorough knowledge of office practices, management and procedures.
  • Excellent “people skills.” Ability to work cooperatively, professionally, positively and enthusiastically with other campus offices, Board of Regents, UM Missoula office, Commissioner’s Office, community, etc.
  • Excellent oral and written communication skills.
  • Experience with managing a budget with multiple accounts and maintaining accurate financial records.
  • Proven ability to maintain confidentiality, handle sensitive issues, and make sound decisions using good judgement, tact and sensitivity.
  • Must have expert knowledge of Microsoft Excel & Word.
  • Basic knowledge of Moodle and Banner.
  • Bachelor’s degree or equivalent experience.


To apply, please complete a State of Montana Job Application and a letter of application specifically addressing the qualifications and duties described above. Finalists for this position may be subject to a criminal background investigation. Also include the names, addresses, and phone numbers of three (3) professional references. Submit application materials to:

Patricia Lake, Payroll & Benefits Supervisor
The University of Montana Western
710 South Atlantic Street
Dillon, MT 59725

For questions, call (406) 683-7010. Review of applications will begin on July 18, 2019 however the position will remain open until filled.

The University & Dillon Area

The University of Montana Western is a dynamic, innovative, undergraduate university with over 60 full-time faculty and 1,500 students. It is located in Dillon, Montana in the scenic Rocky Mountains and has been awarded numerous top national rankings for delivering high quality, affordable education.

Montana Western is the only public four-year college in the nation offering Experience One (X1), experiential learning delivered on the block schedule. Class sizes are small and students take a single course at a time, three hours each day for 18 days, before moving on to the next course. Each course is four credits and four blocks are offered each semester. The block schedule facilitates field and lab work, undergraduate research, study travel, and interdisciplinary teaching. Montana Western’s faculty strongly believe in mentoring and inspiring students, and assisting them in the transition from university life to professional careers.

The University of Montana Western is an integral part of the Dillon Community. With a population of 5,000 people, Dillon is known for outstanding public schools, safe environments, recreational opportunities, and an excellent quality of life.

The University of Montana Western is an equal opportunity/affirmative action employer and encourages applications from qualified women, minorities, veterans and people with disabilities. Qualified candidates may request veterans‚ or disabilities preference in accordance with state law. Reasonable accommodations are provided in the hiring process for persons with disabilities. Finalists for any position will be subject to a criminal background investigation.

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