Executive Assistant and Office Manager, Helena College
Helena, MT Helena, MT Full-time Full-time $50,000 a year $50,000 a year 3 days ago 3 days ago 3 days ago Application instructions are located at the bottom of the page.
Please apply directly through the University of Montana's career portal UM Jobs at https:
//umjobs.
silkroad.
com/ for positions at the University of Montana - Missoula, University of Montana Western (Dillon), and Helena College.
Do not apply through Indeed.
com or use easy apply through Indeed.
com .
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 maintenance 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 Salary and Benefit Information Salary $50,000/year Position is full-time, 1.
0 FTE, Montana University System Contract Benefits include a comprehensive and competitive group benefits package including medical and life Insurance package, mandatory retirement plan, full tuition waiver for employee, partial tuition waiver for dependents, professional development, and wellness program.
How to Apply Priority Application Date:
Friday, July 21, 2023 by 11:
59 PM (Mountain Time) Complete applications received by this date will be guaranteed consideration.
To receive full consideration, candidates are required to submit all the following materials.
Review of applications will begin after date above and continue until the position is filled.
Please submit the following application materials via the Jobs portal and by clicking New Resume/CV button.
Please do not apply through Indeed.
com A complete application Includes:
Letter of Interest - addressing your qualifications and experience related to the stated required skills for the position.
A general letter salutation such as Dear Search Committee or Dear Hiring Manager is acceptable Detailed Resume listing education and describing work experience Three (3) professional references - names and contact information for three (3) professional references.
Supplemental Question - This position requires a project management approach to organizing major events for campus.
In no more than one page, please discuss your experience with and system for managing projects and organizing large events.
Incomplete applications may not be considered.
New employees must be eligible to work lawfully in the United States.
This position is not eligible for visa sponsorship.
Applying through Indeed.
com or easy apply through Indeed.
com may result in submission of an incomplete application.
Applications may be removed from full consideration if they are not complete with materials listed above under the How to Apply section.
It is the responsibility of the applicant to ensure complete application materials are submitted and received by the date listed above.
Please note:
only five (5) attachments are allowed per application.
Please combine documents accordingly.
Criminal Background Investigation is required prior to Offer of Employment.
In accordance with University policy, finalists for this position will be subject to criminal background investigations.
ADA/EOE/AA/Veteran's Preference - Reasonable accommodations are provided in the hiring process for persons with disabilities.
For example, this material is available in alternative format upon request.
As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women.
Qualified candidates may request veterans' or disabilities preference in accordance with state law.
References - References not listed on the application materials may be contacted; notice may be provided to the applicant.
Testing - Individual hiring departments at Helena College may elect to administer pre-employment tests, which are relevant to essential job functions.
Employment Eligibility - All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.
g.
, Form I-9).
Required Skills Required Experience.
Estimated Salary: $20 to $28 per hour based on qualifications.
Please apply directly through the University of Montana's career portal UM Jobs at https:
//umjobs.
silkroad.
com/ for positions at the University of Montana - Missoula, University of Montana Western (Dillon), and Helena College.
Do not apply through Indeed.
com or use easy apply through Indeed.
com .
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 maintenance 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 Salary and Benefit Information Salary $50,000/year Position is full-time, 1.
0 FTE, Montana University System Contract Benefits include a comprehensive and competitive group benefits package including medical and life Insurance package, mandatory retirement plan, full tuition waiver for employee, partial tuition waiver for dependents, professional development, and wellness program.
How to Apply Priority Application Date:
Friday, July 21, 2023 by 11:
59 PM (Mountain Time) Complete applications received by this date will be guaranteed consideration.
To receive full consideration, candidates are required to submit all the following materials.
Review of applications will begin after date above and continue until the position is filled.
Please submit the following application materials via the Jobs portal and by clicking New Resume/CV button.
Please do not apply through Indeed.
com A complete application Includes:
Letter of Interest - addressing your qualifications and experience related to the stated required skills for the position.
A general letter salutation such as Dear Search Committee or Dear Hiring Manager is acceptable Detailed Resume listing education and describing work experience Three (3) professional references - names and contact information for three (3) professional references.
Supplemental Question - This position requires a project management approach to organizing major events for campus.
In no more than one page, please discuss your experience with and system for managing projects and organizing large events.
Incomplete applications may not be considered.
New employees must be eligible to work lawfully in the United States.
This position is not eligible for visa sponsorship.
Applying through Indeed.
com or easy apply through Indeed.
com may result in submission of an incomplete application.
Applications may be removed from full consideration if they are not complete with materials listed above under the How to Apply section.
It is the responsibility of the applicant to ensure complete application materials are submitted and received by the date listed above.
Please note:
only five (5) attachments are allowed per application.
Please combine documents accordingly.
Criminal Background Investigation is required prior to Offer of Employment.
In accordance with University policy, finalists for this position will be subject to criminal background investigations.
ADA/EOE/AA/Veteran's Preference - Reasonable accommodations are provided in the hiring process for persons with disabilities.
For example, this material is available in alternative format upon request.
As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women.
Qualified candidates may request veterans' or disabilities preference in accordance with state law.
References - References not listed on the application materials may be contacted; notice may be provided to the applicant.
Testing - Individual hiring departments at Helena College may elect to administer pre-employment tests, which are relevant to essential job functions.
Employment Eligibility - All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.
g.
, Form I-9).
Required Skills Required Experience.
Estimated Salary: $20 to $28 per hour based on qualifications.
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