HELENA COLLEGE - UNIVERSITY OF MONTANA Executive Assistant & Office Manager in HELENA, Montana
The Executive Assistant and Office Manager in the Office of the Dean/CEO serves a crucial role in the office and is a key partner to the Dean/CEO in ensuring positive partnerships with the campus community. The person in this position will work to advance the prioritized interests and objectives of the Dean and Dean?s Cabinet. This individual will oversee communications for the Dean, manage the Office of the Dean, and provide support and leadership on special projects aligned with Helena College priorities. The Executive Assistant and Office Manager works with a high degree of independence, decision-making and initiative in performing complex tasks associated with the administration and operation of the Office of the Dean/CEO. The position serves as the main point of contact for the office and interacts with external and internal stakeholders.
Reporting directly to the Dean/CEO, this position: Serve as the primary contact and representative of the Dean to a highly diverse set of internal and external stakeholders Manage calendaring for the Dean, including the administration of meetings, invitations, and other events (includes making determinations regarding scheduling priorities, providing confirmation of attendance when applicable, gathering vital information about event/meeting logistics, and tactfully managing scheduling conflicts and prioritization) Negotiate and manage the needs of individuals and groups requesting time with the Dean, often working independently to commit the Dean?s time in a manner that advances the priorities of the college Manage communications Plan, compose, edit, and manage distribution of various communications? recurring and ad hoc?from the Dean to internal and external stakeholders (emails, memos, letters, etc.) Partner with the Director of Marketing, Communication, & Alumni Relations to ensure alignment on internal and external communications Collaborate and partner with Helena College administrative team to ensure seamless internal communication and alignment of office expectations and priorities with other departments Accurately represent the Dean?s position to internal and external constituencies Ensure consistent, recurring, and timely communication between the Dean and community partners Provide strategic insight and follow through on initiatives Proactively identify information that has the potential to be impactful/harmful and elevate issues to the attention of the Dean, along with options for resolution in a timely manner Ensure the Dean is well prepared for meetings and other internal and external activities Attend meetings with the Dean when appropriate to provide consistent recording keeping and to prompt follow up action with accountable parties Manage the Office of the Dean Exercise independent analysis and judgment in prioritizing situations requiring attention and take steps to ensure strategic and operational priorities progress in a timely fashion. Demonstrate strong organizational and interpersonal savvy, as well as emotional intelligence, in order to manage flow of issues, projects and problems within the office and the provost\'s portfolio Work closely with the Dean?s Cabinet to advance the priorities of the institution in a coordinated manner Monitor transactions and budget expenditures and work with the.Dean/CEO on annual budgeting process Prepare all purchasing and travel paperwork for Administration in coordination with the Business Office
Support the Helena College Foundation Create and track all partnership documentation between Helena College and the Helena College Foundation Serve as recorder of all meetings and correspondence of the board Manage Helena College budget in support of the Helena College Foundation Organize all meetings and events of the Foundation Manage academic catalog including regular updates and annual publication
Serve as primary liaison with the Office of the Commissioner of Higher Education Creation and maintena ce of all academic items Calendaring and tracking of required paperwork to ensure campus compliance with completion and submission Other projects and related functions as assigned
Minimum Qualifications Associate?s degree plus five (5) years of experience in a related position; equivalent combinations of education and experience will be reviewed Ability to maintain strict confidentiality and extreme discretion in frequently working with highly sensitive, proprietary information Highly developed verbal, written, and interpersonal communications skills; including an acute emotional intelligence Ability to perform complex tasks while often having to prioritize multiple projects Sound and strategic judgement necessary to make critical administrative and procedural decisions Leadership skills, and the ability to oversee and guide complex, challenging tasks Ability to cultivate and maintain strong working relationships with a wide-ranging, group of individuals and entities Ability to organize, prioritize, and schedule work projects Ability to facilitate effective meetings and collaborative processes Ability to thoughtfully manage conflict Preferred
Experience working within a higher education setting