Administrative Associate IV, ASUM (Campus-Only)

Only current UM Employees* are eligible.

*Open to all employee types including Temporary Staff and Student Employees.

ASUM invites applications for an Administrative Associate IV to support both ASUM Administration and ASUM Legal Service in an academic year position. This role will receive distinct guidance from each unit regarding responsibilities, priorities, and expectations related to their work within each area.

• Serve as the primary front desk contact for ASUM Administrative Offices, greeting visitors and directing students, staff, and community members to appropriate campus resources and services.
• Manage office communications, including emails, phone calls, mail distribution, appointment coordination, and scheduling support for ASUM agencies, senate, and legal services.
• Process and document financial transactions, including deposits, donations, fees, and cash/check payments for student groups, agencies, and ASUM events.
• Maintain organized digital and physical filing systems, scan and process administrative documentation, and oversee inventory of office and student group materials.
• Support ASUM Senate initiatives and campus events through collection management, participant coordination, and administrative tracking.
• Assist Bear Necessities Food Pantry operations by coordinating client intake, distributing forms, maintaining software records, and connecting students with available resources.
• Provide administrative and confidential support for ASUM Legal Services, including calendar management, client intake, case file maintenance, and coordination with legal staff and interns.
• Draft, proofread, file, and manage legal documents and court-related materials under attorney supervision while maintaining compliance with confidentiality and legal procedures.
• Coordinate public outreach and communications through educational materials, website updates, social media content, podcast publishing, and responses to inquiries from students and the public.
• Represent ASUM Legal Services at campus outreach events, orientations, and educational fairs while providing professional customer service and support to diverse populations.

• High School diploma and two (2) years of experience or an equivalent combination of education and experience.

• Excellent written and verbal communication skills, with the ability to interact effectively with individuals of diverse educational backgrounds, ages, and life experiences, including in emotionally sensitive or high-stress situations.
• Experience drafting, proofreading, and editing professional documents with accuracy and attention to detail.
• Proficiency with office technology, including email, word processing, spreadsheets, and case management systems, as well as cloud-based file storage and document management platforms.
• Familiarity with standard office equipment, including copiers, scanners, shredders, and multi-line telephone systems.
• Experience handling client and customer payments, including processing fees, maintaining financial security protocols, invoicing, applying payments, reconciling accounts, and preparing basic financial reports.
• Knowledge of ASUM Clubs, Agencies, and University of Montana processes related to Senate and student organization support, with strong customer service skills for students and community members accessing ASUM services; ability to use de-escalation techniques when appropriate.
• Strong organizational, time management, and multitasking abilities, with the capacity to work independently and manage competing priorities.
• Receptive to supervision, feedback, and constructive criticism, with a willingness to adapt and improve performance.

Preferred Qualifications

• Knowledge of the University of Montana and ASUM system.
• Experience supervising other staff.
• Knowledge of and experience with housing law, consumer law, and/or family law.
• Knowledge of and experience with law office practices and procedures, including ethical responsibilities of attorneys, strict confidentiality, and the unauthorized practice of law.
• Knowledge of basic court procedures and format of court pleadings.
• Experience working as a legal secretary and/or as a paralegal.

Compensation Title: Administrative Associate IV

Union: FOCUS-MFPE

Work Schedule: Full-time, 0.8 FTE (32 Hours a week), Monday through Friday 9:00 am to 4:00 pm, Academic Year (August-May, 10 months/year).

Probationary Period: Six (6) months minimum

Benefits Include : Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.

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

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

Must be eligible to work in the United States upon hire. Sponsorship is not available for this position.

The University of Montana is interested in receiving applications from people who would assist the University in demonstrating its five priorities for action : Place student success at the center of all we do; drive excellence and innovation in teaching, learning, and research; embody the principle of mission first, people always"; partner with place; and proudly tell the UM story.