Job description

The UM Foundation is an independent 501(c)(3) nonprofit organization that serves the University of Montana by managing private fundraising efforts, donations and investment of endowed gifts. We are committed to maintaining a diverse and inclusive workplace that reflects the people and culture of the University we serve, fostering an environment allowing us to inspire each other to our best work. We act with integrity and respect, and work to create a team where everyone feels valued, respected, and supported.

Why Work for Us?

• UM Foundation contributes an amount equal to 11% of an employee’s annual compensation into their 403(b) retirement account; no employee contribution is required to receive this benefit
• Generous Time Off – Team Members accrue 4 weeks of vacation and 12 days of sick leave per year, with an additional 12 days of holiday leave
• Paid parental leave for new parents
• Short-term and long-term disability pay protection benefits
• Benefits – Medical, Dental, Vision, wellness program and more!
• Professional Development Opportunities
• Candidates can request the starting pay range by emailing HR

Basic Function and Responsibility:

The Office Administration Assistant is responsible for the organization and coordination of office operations and resources to facilitate organizational effectiveness and efficiency. The Receptionist is responsible for staffing the Foundation’s front desk during office hours and is the first point of contact for the public and provides professional and welcoming customer service to all constituents.

Duties and Responsibilities:

Office Administration Assistant Functions:

• Monitors and maintains inventory of routine office supplies
• Assists in the preparation of office space for new employees
• Assists accounting with administrative tasks related to accounts payable
• May assist other departments with administrative needs
• Orders business cards, nametags and other custom printed materials and items for staff
• Coordinates work orders repairs and maintenance of office space as necessary
• Serves as liaison for vendors of office supplies and services, including cleaning contractor
• Coordinates work orders for repair of telephone equipment and service
• Coordinates scheduling of electronically locked doors
• Coordinates scheduling of Foundation’s shared conference space(s)
• Coordinates communication with Gilkey Building managers to schedule conference space for Foundation staff
• Prepares and coordinates stewardship mailings with a member of the stewardship team and necessary campus departments
• Collect and track returned mail. Communicate with each department for instructions regarding re-sending mail

Receptionist Functions:

• Greets visitors; escorts to correct destination and/or alerts appropriate staff
• Answers incoming telephone calls; elicits information to transfer to appropriate staff, answer questions, or takes message and relays as appropriate
• Opens and closes the Foundation reception area and main telephone line punctually, according to current office hours
• Monitors and maintains neat appearance and stocking of reception and refreshment area, mail room and shared conference space(s)
• Monitors and maintains neat appearance and stocking of staff breakroom
• Receives and processes incoming mail and deliveries according to established procedures and controls
• Maintains internal controls over cash and all other tender received
• Processes outgoing mail and deliveries, including express and bulk mailings as directed
• Prepares documents such as correspondence, memos or reports
• Assists with database updates
• Assists in implementation of document retention policies
• Prepares daily gift receipts

Desired Qualifications:

• High School Diploma or GED
• One-year related experience in a professional office setting
• Associate degree
• Working knowledge of fundraising, donor relations, and public relations concepts
• Work experience in a higher education and/or non-profit setting
• Three to five years of related administrative experience

If you do not meet all the qualifications of the positions, you are still encouraged to apply.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Work Location: One location

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