What are the responsibilities and job description for the Assistant to the Dean/Office Manager position at Montana State University?
Montana State University’s Office of International Programs offers quality international education opportunities for MSU students and faculty and provides accessible MSU academic experiences to students from around the world. As the Assistant to the Dean/Office Manager for International Programs this position serves as the first point of contact to OIP and provides administrative support across the office.
Duties and Responsibilities
- Provides high-level, executive administrative support for the Dean, and the OIP Leadership Team, including managing confidential matters within the Dean’s Office, and coordinating a range of OIP activities.
- Manages the Dean’s schedule, makes travel arrangements for the Dean, and schedules the Dean’s meetings. Ensures data, materials and agendas for meetings 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.
- Manages front desk operations and overall customer service for OIP.
- Provides exceptional customer service and represents OIP in a knowledgeable and professional manner as the point person for all inquiries via phone, email, or in person – answering questions, providing guidance and solving problems as needed.
- Trains student student workers to assist with front desk operations of greeting visitors and answering phones.
- Independently manages procurement of office-related items such as supplies, equipment, department vehicle, and beverage service. Maintain a detailed inventory of all minor and sensitive equipment.
- Manages Outlook calendar events for all staff functions, including staff meetings, management meetings, etc. Manage the calendar and bookings for shared office spaces, including the OIP Conference Room.
- Initiates and manages office related projects such as facilities remodels and repairs, works to keep projects on schedule and within budget.
- Maintains departmental records and archives, ensuring compliance with state and university records retention policies. Maintain confidentiality of sensitive information, files and documents.
- Initiates appropriate security, system accounts, space requests, PC set-up and other items needed for newly hired employees.
- Assists the Business Operations Manager with purchasing and tracking office expenses.
- Plans, executes and supports various OIP sponsored events.
- Supports events and staff travel coordination in various ways including preparation of materials, communication with visitors and partners; confirmation of venue, equipment, catering, etc.; booking travel and accommodations
- Serves as the Office’s Telephone Coordinator, arranges for telephone services and repairs and updates information in the MSU directory.
- Serves as the first point of contact and professional face of OIP by answering phones, responding to general e-mail inquiries and greeting walk-in visitors from the front desk in the Dean’s Office suite.
- Performs additional administrative and office management duties in support of the Dean, Directors, Business Operations Manager, and Office of International Programs as assigned.
Required Qualifications – Experience, Education, Knowledge & Skills
- Bachelor’s degree or progressively responsible administrative work experience with an emphasis on customer service, office management and supervisory duties or an equivalent combination of relevant education and/or experience.
- Demonstrated competence effectively interpreting and communicating detailed information, procedures, and directions clearly and accurately in person, by telephone, and through business correspondence to a wide variety of individuals both internal and external to the organization.
- Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective and professional attitude.
- Demonstrated relevant experience within a complex, fast-paced professional office, including progressively responsible experience with a customer service focus.
- Demonstrated experience dealing with diverse groups of individuals and situations with a high degree of tact and diplomacy.
- Demonstrated competence using personal computers and various software such as word processing, spreadsheets, database, presentation, email and internet. Microsoft Office software preferred.
Preferred Qualifications – Experience, Education, Knowledge & Skills
- Successful experience in a “first point of contact” role in an institution of higher education (e.g., answering phone calls, handling and directing walk-in traffic, directing students, parents, and constituents to appropriate information sources).
- Demonstrated experience progressing multiple simultaneous projects, working efficiently under pressure and managing conflicting priorities.
- Advanced proficiency in Microsoft Word with experience formatting financial statements and documents, creating complex publications (e.g., newsletters, marketing materials) and/or utilizing mail merge functionality.
- Administrative experience supporting or interfacing with executive-level personnel
- Website maintenance experience
- Demonstrated successful experience handling confidential information.
The Successful Candidate Will
- Exercise sound judgment and establish effective relationships with all levels of the organization
- Be flexible and work productively as a member of a team
- Be confident and competent in oral communications with fellow employees and the public in person, over the telephone and electronically
- Work effectively with a broad range of constituencies including students, staff, administrators, professional associations and organizations.
- Have refined organizational and time management skills.
- Embrace and adapt quickly to changes in priorities, processes and work environment with a positive attitude.
- Be highly organized with great attention to detail and a high level of accuracy in work product.
- Be forward-looking, able to anticipate problems and proactively address them.
Position Special Requirements/Additional Information
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.
Physical Demands
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.
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 January 6, 2025; 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.
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.
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