Job Information
Montana State University Assistant to the Office of the Executive Director in Bozeman, Montana
Position Details
Position Information
Announcement Number STAFF - VA - 25060
For questions regarding this position, please contact:
Carrie Ashe
406-994-3293
carrie.ashe@montana.edu
Classification Title Admin Assoc Mgr
Working Title Assistant to the Office of the Executive Director
Brief Position Overview
The Assistant to the Office of the Executive Director provides managerial and administrative support for all internal and external operations of Extension including creating, monitoring, coordinating, and implementing Extension plans, policies and procedures, and initiatives. This person leads or supports staff activities and other functions in the Director’s office.
Position Number 4M0341
Department Administration - MSU Extension
Division Extension
Appointment Type Classified
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA Non-Exempt
Union Affiliation Exempt from Collective Bargaining
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
MSU Extension seeks individuals who work professionally and effectively with communities, who foster and maintain effective interpersonal relationships, who exhibit excellent written and verbal communications skills, and who can contribute positively to the people and places of Montana under the guidelines and mission of Montana State University.
Duties and Responsibilities
Develop, implement, and oversee key initiatives for MSU Extension and make key decisions for the Executive Director and Associate Director in their absence. ·
Manage the front office area and oversee all front office operations, ensuring desk coverage for phone calls and walk-in traffic, and provide support as needed.
Maintain and manage the Executive Director’s and Associate Director’s calendar, as well as an organizational calendar.
Assist other members of the administrative team with events, scheduling, and logistics as needed.
Ensure data, materials, and agendas for meetings and/or presentations are prepared in an accurate, timely and professional manner, and prepare talking points and visual aids for presentations and speeches for the Office of the Director.
Coordinate communications from the Director’s Office.
Provide leadership for processes such as the Associate Specialist advancement track, Hilleman Scholars outreach, and internal mini grant programs.
Organize administrative data and generate information for annual, quarterly and special reports, working closely with administration and personnel to improve data collection, report generation and document storage.
Advise MSU Extension Faculty and Staff on University and MSUE policies, procedures, and expectations.
Provide leadership and budgetary oversight for the planning of Extension Annual Conference and the operating budgets for the Director and Associate Director. Become familiar with MSUE budget and fiscal activities for sharing of data when appropriate.
Provide administrative support to the Montana Extension Advisory Council.
Plan and organize, in cooperation with other staff members, key events hosted by MSUE including Extension annual conference, regional visits, Extension Day on the Hill, and other professional development activities.
Required Qualifications – Experience, Education, Knowledge & Skills
Bachelor’s degree or Associate’s, or an equivalent combination of education and experience.
A record of progressively responsible work experience as an administrative assistant, business manager, or operations manager for a large, complex organization.
Demonstrated competence in bringing complex projects and initiatives to a successful conclusion.
Demonstrated proficiency in Microsoft Word, Excel, Access, PowerPoint, Outlook, and other relevant computer software.
Preferred Qualifications – Experience, Education, Knowledge & Skills
Advanced degree or post-graduate training in business, public administration or communications.
Experience with Extension.
Knowledge of organizational policies and procedures.
The Successful Candidate Will
Strong decision-making skills and initiative.
Able to work effectively as part of a team.
Excellent leadership, written and oral communication, presentation and interpersonal skills.
Be a creative thinker who can also handle practical details.
Possess personal energy, integrity and vision ·
Be able to communicate effectively with constituencies and the general public at the university, county, state and national levels.
Establish relationships and work with diverse constituencies.
Possess an understanding of the land grant university mission and foster and support diverse backgrounds and experiences.
Maintain the confidentiality of sensitive information, files, and documents. ·
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? No
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 September 12, 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.