Position Details

Position Information

Announcement Number STAFF - VA - 25096

For questions regarding this position, please contact:

Lori Oakley at 406-994-4364 (tel:406-994-4364) or lorraine.oakley@montana.edu

Classification Title Admin Assoc Mgr

Working Title Assistant to the Vice Provost

Brief Position Overview

Join the team in the Allen Yarnell Center for Student Success as the operations/ events manager and assistant to the Vice Provost. This position requires strong administrative, collaboration, supervision, and leadership skills. This is a fast-paced, high volume environment with high expectations and intrinsic rewards for a candidate who is interested in making a difference

through their deep administrative experience and ability to manage logistics for events with creativity.

Position Number 4M1017

Department Career Services

Division Office of Academic Affairs

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 $27.388 per hour, commensurate with experience, education, and qualifications

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement

Join a dynamic team in the Allen Yarnell Center for Student Success where guiding students is a privilege. In keeping with the mission, vision, and principles of Montana State University, the state’s only public land grant institution, we are innovative and thoughtful leaders committed, in service, to advancing the future of others. We work closely with students, faculty, and staff, employers, foundations, and other partners to create future focused outcomes. We use technology, metrics, and mindsets to shape our strategy. And we leverage the spirit of teamwork, hard work, and dedication to make our strategic plans become an operational reality.

Duties and Responsibilities

The Executive Assistant to the Vice Provost is a central position in the Allen Yarnell Center for Student Success focused on providing service excellence to the constituency served by the Center, including but not limited to students, faculty, staff, employers, parents, donors, etc.

Duties include:

• Provides high level, executive administrative support for the Vice Provost, including managing confidential matters, ensuring that reports and student data are accurate and timely, and assists in composing AYCSS documents and correspondence. Manages the Vice Provost’s schedule, makes travel arrangements for the Vice Provost, plans and schedules the Vice Provost meetings. Ensures data, materials and agendas for meetings and/or presentations are prepared in an accurate, timely and professional manner. Organizes and prioritizes critical issues and required information for the Vice Provost to facilitate efficient decision making, minimizing conflicts and potential risks. Proactively monitors in a positive manner the identification of issues that could impact the successful execution of the Vice Provosts commitments.

• Works collaboratively with the communications manager to ensure materials and agendas for meetings and/or presentations are prepared in an accurate, timely and professional manner.

• Develops and implements all aspects of the Vice Provosts programs and projects in accordance with goals and mission of the Center, logistics, agenda items and content of programs and meetings; contacting speakers and arranging travel; communicating with program participants; finding venues for meetings and workshops; and planning and producing meeting materials.

• Write letters, articles, website content and marketing materials/copy. Able to learn how to create webpage/changes using the CMS or Karatemail. Serves as a point of contact for editing copy for other staff within the Center.

• Serves as a subject matter expert on AYCSS administrative operations, handling inquiries and developing action plans to address them, and assisting with the preparation and dissemination of communications.

• Ensures that the Directors/Program Leads have adequate staff support to plan and execute AYCSS initiatives within available budget.

• Serves as AYCSS liaison with University Human Resources ( UHR ) and works closely with HR Business Partner and Fiscal Shared Services to coordinate staffing and compensation within AYCSS . Approves recruitments, classifications, new hire salaries, and salary adjustments on behalf of the Vice Provost. Manages staff recruitment in AYCSS including working with offices and HRBP to develop position descriptions, entering positions descriptions into applicant tracking system and serving on search committees.

• Oversees AYCSS program metrics, holds weekly metrics meeting with AYCSS staff, develops metrics for multiple audiences to ensure stakeholders have analytics needed for decision making.

• Works closely with external parties including donors, senior-level staff at organizations/corporations, elected officials and/or government staff, etc.

• Ability to provide support for writing grants, major proposals, year-end reports, and other documents intended to drive better outcomes for MSU and the AYCSS .

• Ability to support high level events (both during the work week and after hours) with good hospitality management and professional presentation.

• Work in partnership with Systems Manger to ensure metrics, accounting and human resources are all working instep to achieve the MSU Strategic Plan goals of student retention within the parameters of budget and resources allocated.

• Provide decision-support data and materials for the Vice Provost for reports updates to the senior executives at MSU , OCHE staff, and other key constituents.

• Provide annual calendar planning for the AYCSS .

  Required Qualifications – Experience, Education, Knowledge & Skills

• A Bachelor’s Degree or progressively responsible administrative/office management experience, or an equivalent combination of relevant education and experience.

• Significant, progressively responsible administrative work experience in a busy office setting providing high-level administrative support, including calendar management.

• Demonstrated experience communicating complex information in an effective, professional, positive, accurate, and friendly manner while providing appropriate responses to questions or inquiries from students, parents, employers, faculty, staff, or co-workers, in person, by phone, or through business correspondence in a fast-paced office environment.

• Demonstrated experience in organizing and prioritizing multiple work assignments/ events, meeting deadlines, and exercising adaptability to changing priorities in a busy office setting with constant interruptions and high traffic volume while maintaining a positive, effective, and professional attitude.

• Demonstrated technical competence using personal computers and various software such as electronic or online calendars, word processing, spreadsheets, presentation software & relational databases with a willingness to learn additional department and MSU specific software and programs.

  Preferred Qualifications – Experience, Education, Knowledge & Skills

• Knowledge of MSU procedures and policies or previous experience working in a higher education setting.

• Demonstrated experience successfully organizing a large-scale event or campaign.

• Experience using the SCT Banner system or relational database.

• Master’s level education.

  The Successful Candidate Will

• Have a strong desire to help students create their MSU experience with intentionality.

• Possess sound decision-making skills.

• Have the ability to represent the office in a professional manner.

• Possess an enthusiastic approach and a high level of integrity.

• Be experienced managing and maintaining confidential information.

• Possess a willingness and desire to engage in learning themselves.

• Possess the ability to troubleshoot problems and have candid conversations.

• Have the ability to relate to, mentor, inspire and develop rapport with a diverse student body.

• Have excellent written and oral communication skills.

• Have a proven ability to take initiative, work independently and in a team environment.

• Have effective interpersonal skills including the ability to collaborate successfully with mentors and staff.

  Position Special Requirements/Additional Information

Maintain a flexible schedule to host events and interact with students during evening and occasional weekend hours, with advanced notice.

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 successful completion of search

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on September 24, 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.