Job Description

Position Information

Announcement Number STAFF - VA - 23359
For questions regarding this position, please contact:

Tia Brown at 406-994-4333 or tia.brown@montana.edu
Classification Title Admin Assoc Mgr
Working Title Assistant to the Dean
Brief Position Overview

The Jake Jabs College of Business and Entrepreneurship is searching for a highly motivated and experienced individual to manage and implement essential initiatives and programs in the College while providing high level executive administrative support for the Dean. This person manages the Dean\'s Office, oversees administrative operations for the College, and is the College\'s liaison with MSU Human Resources.
Position Number 4M0595
Department Jabs Office of the Dean
Division College of Business
Appointment Type Classified
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA Exempt
Union Affiliation Exempt from Collective Bargaining
FTE 1.0
Benefits Eligible Eligible
Salary $24.388-$30.485 per hour, commensurate with experience, education, and qualifications
Contract Type Classified Salary
If other, please specify
Recruitment Type Open

Position Details

General Statement

The Jake Jabs College of Business & Entrepreneurship offers a B.S. in Business with options in Accounting, Finance, Management, and Marketing and a Master of Professional Accountancy degree. The College has about 25 tenure-track faculty that are augmented by an experienced group of professionally qualified faculty. Faculty members enjoy a highly collegial environment and are committed to excellence in business education. The combination of a positive professional work environment and outstanding recreational opportunities offer a uniquely satisfying lifestyle.

Montana State University values a broad array of experiences and perspectives and is committed to continually supporting, promoting, and building an inclusive and culturally rich campus environment. We hope to attract applicants who can teach in a diverse university community and have demonstrated ability in helping students from diverse backgrounds succeed. In support of our strategic plan, which promotes access and respect, we enthusiastically encourage members of traditionally underrepresented groups to apply.
Duties and Responsibilities

• Provides high level, executive administrative support for the Dean\'s Office including managing confidential matters, ensuring that reports and college data are accurate and timely, and composing college documents and correspondence. Manages Dean\'s schedule, makes travel arrangements for Dean, plans and schedules Dean\'s 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 Dean to facilitate efficient decision making, minimizing conflicts and potential risks. Proactively monitors the identification of issues that could impact the successful execution of the Dean\'s commitments.
• Develops and implements all aspects of the Dean\'s initiatives and projects in accordance with college goals and mission, including, making programmatic recommendations regarding the logistics, agenda items and content of programs and meetings; sitting on advisory committees; contacting speakers and arranging travel; communicating with program participants; finding venues for meetings and workshops; and planning and producing meeting materials. Oversees and executes several events for the Dean\'s Office including seminar series\', annual meetings and guest speakers.
• Supervises, evaluates, and directs the work of staff in Faculty Services (1.0 FTE) and supervises all student workers.
• Serves as College liaison with University Human Resources (UHR) and works closely with HR Business Partner (HRBP) and JJCBE Fiscal Shared Services Partner. Serves as Search Manager for all faculty and staff recruitments in the College including working with departments, HR Service Center, and HRBP to develop position descriptions, entering positions descriptions into applicant tracking system and serving on search committees.
• Supervises the workflow for all major events hosted by the college, ensuring effective planning and execution. Makes arrangements for donor/advisory board meetings, conferences, and/or special lectures, including securing facilities, preparing schedules, 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 JJCBE for increased efficiency and effective responsiveness to existing operations and helps to define new operational and administrative strategies.
• Implements the college retention, tenure, and promotion (RTP) process for the college.
• Serves as the college representative for the Offices of the President and Vice Presidents, providing detailed reports and quality data to these offices when requested.
• Serves as primary administrative support for the college committees.

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.

• Successful experience in operations/office management for a large organization.
• Demonstrated competence in bringing complex projects and initiatives to a successful completion. Demonstrated experience providing support for an executive team, following up to committed deliverables by the executive team and communicating complex information effectively to various constituents (student, staff, faculty, executives).
• Demonstrated experience organizing and managing events, and/or prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities.
• Supervisory experience.
• 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 strong attention to detail and will be successful in prioritizing competing demands and meeting deadlines.
• Have an aptitude for independent problem solving, decision-making, 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 JJCBE and MSU to others in a professional and courteous manner.

Position Special Requirements/Additional Information

This position requires occasional work on nights and weekends for events and seminars.

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 a successful search
Position End Date (if temporary)
Open Date
Close Date
Applications will be:

Screening of applications will begin on May 19, 2023; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions
Diversity Statement

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.

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.

MSU\'s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website:

Applicant Documents

Required Documents * Resume

• Cover Letter

Optional Documents

Montana State University