Administrative Associate IV

Administrative Associate IV Full-Time $17.
35 / Hour 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.
Applications received by December 11, 2023 will be guaranteed full review and consideration.
Applications received after that date may be considered until an adequate applicant pool has been established.
Duties: This position is responsible for performing diverse and complex operational duties required for the effective functioning of Graduate Student Enrollment and Academic Record Keeping for Montana Tech’s Graduate School.
Responsibilities involve work of a confidential nature, requiring the use of independent judgment and absolute discretion.
This position must handle inquiries, and be able to effectively communicate—with a diverse population of students, including both domestic and international applicants ensuring student and staff satisfaction.
The position must maintain utmost confidentiality of records and information.
A successful candidate will have effective and professional communication abilities, including the ability to comprehend, analyze, and interpret complex information and to effectively present information to various university stakeholders including senior leadership, faculty, students, and staff.
Working independently, this position administers and improves graduate school functions related to the graduate application process, including receipt, processing, and verification of appropriate application credentials for both domestic and international graduate students.
This position ensures efficient transmission and return of complete applications to departmental stakeholders; including driving applications to decision to minimize application response time and drive graduate enrollment growth.
This position maintains student records, with utmost accuracy and fidelity.
This includes complete student data entry into admissions databases (Banner, Etrieve, CollegeNet).
This position implements all Graduate Student course registration, record management, add/drop or withdrawal of courses, program review forms, and faculty committee assignments enhancing data integrity in an effort to assist the Graduate School team in making data driven decisions.
The position ensures student eligibility for assistantships and tracks utilization of Graduate Teaching Assistantships in an effort to increase graduate student recruitment.
The position analyzes student records and performs regular data queries to inform Graduate School recruitment decision making and improve graduation rates and retention.
The position maintains and publishes Graduate School course requirements, and compares requirements to student completions.
The position tracks progress toward a degree, and creates alerts to share with Graduate School staff.
The position tracks and analyzes quantitative data and monitors progress toward internal performance metrics, including degree completion, time to degree, student retention, ‘at risk’ students, fractional award of full utilization of Graduate Teaching Assistantships.
The successful candidate must be able to collaborate effectively with others.
Working with the business office, financial aid, and the Research Office, the position oversees the awarding and processing of graduate teaching assistantships.
The position works collaboratively with all graduate students, and their department leading communications and processing regarding the graduation timeline and deadlines [from Graduation application list].
The position will have administrative oversight of graduation checkout operations as well as be the liaison to the Digital Commons Platform, working to maintain publications and e-thesis uploads, while implementing a publishing delay process and streamlining the graduate student graduation experience.
This position will work with Graduate School staff to streamline processes to decrease the administrative burden on faculty and staff by providing general office support and assistance with scheduling related to grad school functions, as well as maintain and update the graduate student handbook.
As examples, this includes transitioning manual processes to automated software systems related to application entry/processing and student program checks, and implementing a process to publish graduate products with requested publication delays.
The position communicates with faculty on process changes to increase transparency and efficiency of processes and enhance student experience.
For example, publishing up-to-date content on the Graduate School website, and compiling and publishing course requirements for over 25 graduate degrees.
The position will be cross-trained in other areas of management of the Graduate School office, including responding to student inquiries, advising on required application credentials, tracking inventory for recruiting materials, data cleaning and entry support, completing national data surveys, administrative support and organization for the Graduate School and Graduate Council, and other duties as assigned.
This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.
Required Qualifications: Two years post-secondary education or two years operations and project management experience which includes highly detailed work assignments and extensive contact with the public or an equivalent combination of education and experience Demonstrated experience using database, word processing, excel, e-mail, and internet software Demonstrated experience in analysis, design, formatting, and typing, forms, reports, etc.
Strong communication: Effective and professional communication abilities via verbal, written, and electronic media.
Ability to comprehend, analyze, and interpret data Ability to work within a team, and communicate with stakeholders To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations The requirements listed above are representative of the knowledge, skill, and/or ability required Preferred Qualifications: Two or more years post-secondary experience in a student services or enrollment setting Experience in higher education operations and project management Experience in a university setting Experience with software for electronic communication; editing and creation of web sites Ability to effectively present information to various university stakeholders including senior leadership, faculty, students, and staff Experience in student centered customer service Experience with Banner or a similar software package Experience with Degree Works or a similar software package Physical Demands Work requires occasional evenings For full consideration application materials must be complete.
Please include: Cover letter addressing qualifications, Resume Contact information for 3 professional references.
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 humanresources@mtech.
edu.
You must include the job title of the position in which you are applying.
Employment (veteran's) preference form To request an accommodation for the application or interview, please contact Cathy Isakson 406-496-4380; cisakson@mtech.
edu 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 11 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.
* Benefits are dependent on position type and terms and conditions of eligibility.
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.
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