Position Details Position Information Announcement Number STAFF - VA - 25153 For questions regarding this position, please contact: Jennifer Joyce(406) 994-1625jkjoyce@montana.edu Classification Title Admin Assoc IV Working Title Assistant to the Dean Brief Position Overview The Office of the Dean of Students is seeking a highly organized and motivated individual for the position of Assistant to the Dean of Students. The individual in this position will be an integral part of a dynamic and student-centered team that works every day to help solve problems at the University. This position will support essential initiatives and programs in the office of the dean of students while providing high-level executive administrative support for the dean. This position will perform many of the daily operations for the office, special projects and serve as a first point of contact for our students as they navigate MSU .Position Number 4M0375 Department Dean of Students Division Division of Student Success Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation FOCUS-MFPE FTE 1.0 Benefits Eligible Eligible Salary Starting at $24.04 hourly, commensurate with experience, education, and qualifications. Contract Type Classified Salary If other, please specify Recruitment Type Open Position Details General Statement The Office of the Dean of Students offers dependable services for our campus while empowering students to advocate for themselves in the context of advancing appropriate academic and community expectations. Our programs may offer support during times of conflict, facilitate healing during times of crisis, and provide educational opportunities during times of development.The Assistant to the Dean provides high-level administrative and operational support to the office. This position will be part of the Student Success Administrative Support Team. This position will report to the assistant to the vice president.Duties and Responsibilities
Provides high level, executive administrative support for the dean’s office including managing confidential matters, ensuring that reports and data are accurate and timely, and composing documents and correspondence.
Manages multiple calendars, makes travel arrangements for staff, plans and schedules dean’s meetings.
Communicate professionally and interact regularly with university students, administration, parents, faculty/staff, and donors to the University.
Serve as the first point of contact for the Vice President and Dean’s office and supervise student desk workers who help greet people as they enter the office.
Contribute to the coordination of office functions and professional staff travel, including booking and coordinating expense reconciliation with Fiscal Shared Services.
Organizes and prioritizes critical issues and required information for the dean of students and staff to facilitate efficient decision making, minimizing conflicts and potential risks. Proactively monitors the identification of issues that could impact the successful execution of the office’s commitments.
Supervises student workers.
Supervises the workflow for all major events hosted by the office, ensuring effective planning and execution. Makes arrangements for donor/advisory board meetings, conferences, and/or special lectures, including securing facilities, preparing scheduled, promoting events, and, where appropriate, arranging for food, lodging, transportation, and completing all necessary event approval forms.
Builds and develops relationships with all staff in the offices under the dean of students for increased efficiency and effective responsiveness to existing operation and helps to define new operational and administrative strategies.
Performs additional administrative and office management duties, as assigned, in support of the office of the vice president and the assistant to the vice president for student success.
Required Qualifications – Experience, Education, Knowledge & Skills
Bachelor’s degree or five years of full-time (or part-time equivalent) experience providing high-level administrative support to an executive/executive team or an equivalent combination of relevant education and experience.
Demonstrated relevant experience within a complex, fast-paced professional office, including progressively responsible experience with a student development focus.
Demonstrated competence in bringing complex projects and initiatives to a successful completion. Demonstrated experience providing support for a team of staff, following up to committed deliverables by the team and communicating complex information effectively to various constituents (student, staff, faculty, executives).
Demonstrated successful experience with handling confidential information.
Demonstrated experience prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities.
Demonstrated experience using personal computers and various software such as word processing, spreadsheets, email, and Microsoft Office software.
Preferred Qualifications – Experience, Education, Knowledge & Skills
Successful experience as a member of an executive management team in higher education.
Experience working with students in an academic environment.
The Successful Candidate Will
Establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty.
Have excellent communication, interpersonal, and customer service skills.
Possess strong organizational and time management skills.
Possess skills to effectively deal with sensitive or difficult situations.
Uphold a strict level of confidentiality.
Have a strong attention to detail and will be successful in prioritizing completing demands and meeting deadlines.
Have an aptitude for independent problem solving, decision-making, and personnel management.
Have good judgement and self-motivation.
Maintain a high degree of accuracy in one’s work.
Possess the ability to successfully manage multiple projects and deadlines simultaneously. Demonstrate the ability to maintain a calm, pleasant, positive, and professional demeanor in difficult situations.
Will represent the Office of the Dean of Students and MSU to others in a professional and courteous manner.
Position Special Requirements/Additional Information
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.Physical Demands 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.This position has supervisory duties? Yes Posting Detail Information Number of Vacancies 1 Desired Start Date Upon completion of a successful search. Position End Date (if temporary) Open Date Close Date Applications will be: Screening of applications will begin on November 13, 2024; however, applications will continue to be accepted until an adequate applicant pool has been established.Special Instructions EEO Statement Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
