Position Details Position Information Announcement Number STAFF - VA - 24371 For questions regarding this position, please contact: Carrie [email protected] Classification Title Admin Assoc IV Working Title Administrative Assistant to the Extension Regional Department Heads Brief Position Overview The person in this position acts as an executive assistant for the three Regional Department Heads ( RDH ) and will help to facilitate communications between campus personnel, county and reservation personnel, and the RDHs. This person will also develop operational knowledge of other Extension units and assist, as needed, with other Extension operations.Position Number 4M0305 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 FOCUS-MFPE FTE 1.0 Benefits Eligible Eligible Salary $20.49 per hour, commensurate with experience, education, and qualifications Contract Type Classified Salary If other, please specify Recruitment Type Open Position Details General Statement The person in this position acts as an executive assistant for the three Regional Department Heads ( RDH ) and will help to facilitate communications between campus personnel, county and reservation personnel, and the RDHs. This person will also develop operational knowledge of other Extension units and assist, as needed, with other Extension operations.Duties and Responsibilities
Work closely with three Regional Department Heads to facilitate overall operations, regional budgets, and other administrative duties.
Coordinate logistics and planning for new agent orientation, regional meetings, and other events related to Extension Agent training.
Provide campus-based leadership for faculty onboarding, including maintenance of web presence, onboarding resources and coordination of onboarding processes.
Facilitate Retention, Tenure, and Promotion process in coordination with the Associate Director and the Office of the Provost.
Serve as liaison between the RDHs and various campus departments.
Cross train with other Extension administration professionals to ensure consistency of service.
Assist with managing the front office area, ensuring desk coverage for phone calls and walk-in traffic, and provide support as needed.
Coordinate calendars for Regional Department Heads.
Facilitate the organization of statewide Extension events.
Work collaboratively with the Assistant to the Office of the Director to enhance the teamwork of Extension Administration.
Required Qualifications – Experience, Education, Knowledge & Skills
Bachelor’s degree or Associate’s degree in a position-related field, or an equivalent combination of education and experience.
Demonstrated experience as an administrative assistant, business manager, or operations manager.
Demonstrated competence in bringing 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 take direction from multiple people.
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.
Have a familiarity and interest in working with people from diverse multi-cultural and socioeconomic backgrounds and a commitment to the principles of diversity.
Possess an understanding of the land grant university mission and an appreciation for economically and ethnically diverse rural and urban populations.
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.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 about 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 July 1, 2024; 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: https://www.montana.edu/hr/recruitment/dualcareer.html