Assistant to the Dean

at  Montana State University

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.

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.

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.

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.