What are the responsibilities and job description for the Executive Assistant to the Vice President for Student Success position at Montana State University?
Founded in 1893 as a Land Grant University, Montana State University (MSU) is composed of eight academic colleges and a graduate school and boasts a friendly, supportive faculty and campus environment. Currently, the University hosts an enrollment of over 17,000 students, including approximately 1,900 graduate students. MSU is classified as an R1 U.S. Research Universities (very high research activity) by the Carnegie Foundation.
MSU is located in Bozeman, Montana, an extended community of about 70,000 nestled in the Rocky Mountains in Southwest Montana. In addition to providing access to an extraordinary ecosystem for teaching and research programs, Bozeman is renowned for year-round recreational and cultural opportunities to include access to world class ski areas, multiple blue ribbon trout streams and the Gallatin National Forest. The local airport is served by seven national airlines with over twenty flights a day to nine cities.
Named an All-American City, Bozeman boasts high-quality medical facilities, a very low crime rate, many fine restaurants, acclaimed public and private schools, a symphony orchestra and choir, an annual opera, and nationally known events such as the Sweet Pea Festival of the Arts held in early August of each year. Powder Magazine identified Bozeman, with “three distinctly different” major ski resorts within an hour’s drive, as the number one place to live and ski in its November 2010 Magazine. Bizjournals.com ranked Bozeman #2 on the list of American Dreamtowns – small towns that offer the best quality of life without metropolitan hassles. The K-12 educational system, growing reputation of Montana State University, and pristine natural environment of the area combine to make Bozeman one of America’s most desirable university towns. Bozeman is located in the beautiful Gallatin Valley, 90 miles north of Yellowstone National Park.
MSU is located in Bozeman, Montana, an extended community of about 70,000 nestled in the Rocky Mountains in Southwest Montana. In addition to providing access to an extraordinary ecosystem for teaching and research programs, Bozeman is renowned for year-round recreational and cultural opportunities to include access to world class ski areas, multiple blue ribbon trout streams and the Gallatin National Forest. The local airport is served by seven national airlines with over twenty flights a day to nine cities.
Named an All-American City, Bozeman boasts high-quality medical facilities, a very low crime rate, many fine restaurants, acclaimed public and private schools, a symphony orchestra and choir, an annual opera, and nationally known events such as the Sweet Pea Festival of the Arts held in early August of each year. Powder Magazine identified Bozeman, with “three distinctly different” major ski resorts within an hour’s drive, as the number one place to live and ski in its November 2010 Magazine. Bizjournals.com ranked Bozeman #2 on the list of American Dreamtowns – small towns that offer the best quality of life without metropolitan hassles. The K-12 educational system, growing reputation of Montana State University, and pristine natural environment of the area combine to make Bozeman one of America’s most desirable university towns. Bozeman is located in the beautiful Gallatin Valley, 90 miles north of Yellowstone National Park.
Duties and Responsibilities
Administrative
- Oversee day-to-day operations of the office of the Vice President for Student Success and provide support to the Office of the Dean of Students.
- Communicate Student Success priorities and assignments to the VPSS Cabinet and direct reports.
- Act as the primary contact for the office of the Vice President with outside organizations, university offices, colleges, and departments.
- Maintain supportive relationships with Student Success departments, colleges and department offices, faculty, staff, students, and the community.
- Respond to inquiries requiring detailed knowledge of university policies and procedures within the scope of the Vice President for Student Success.
- Research, prioritize, and follow up on issues and concerns addressed to the Vice President, including those of a sensitive and/or confidential nature.
- Respond verbally or in writing to inquiries, complaints, or problems.
- Handle confidential information and understand the importance of maintaining confidentiality to abide by data-protection laws.
- Attend executive meetings and contribute to administrative initiatives, policies, and decisions.
- Attend meetings on behalf of the Vice President, as requested.
- Supervise, oversee, and coordinate the office administrative support staff, including management, training, evaluation, scheduling, and prioritizing work assignments for effective office workflow.
- Direct and/or coordinate office of the Vice President personnel matters, recruiting and new hire actions, interviewing, and selecting new staff.
- Oversee calendars and schedules for executive and administrative personnel, including arranging travel.
- Create and maintain unit documents such as personnel records, manuals, procedure documents, and other relevant records; ensure adherence to policy and procedure and monitor/check for accuracy
- Coordinate printing of publications of materials under the VPSS; serve as liaison between the Vice President and the university administration, faculty, staff, and general public.
- Serve as the liaison for both the strategic budget partner (SBP) and the human resources business partner (HRBP) assigned to Student Success.
- Meet regularly with the HRBP and review Student Success-related personnel forms for the vice president’s approval.
- Ensure payroll actions are aligned with any relevant approved plan, budget, goals, and priorities set by the Vice President.
- Assist with interoffice needs of shared partners.
- Perform all other administrative duties as assigned.
Project and Event Management
- Coordinate, schedule, and track the progress of specialized work projects or functions in the Office of the Vice President.
- Plan, execute, and manage assigned projects, ensuring successful outcomes, on-time completion, and alignment with strategic goals. Establish priorities, deadlines, and coordinate personnel.
- Collaborate closely with team project members to identify and quickly address problems.
- Establish planning objectives for interdisciplinary, high-level campus projects by identifying key issues, approaches, and performance metrics.
- Develop and coordinate various initiatives and events.
Assessment
- Coordinate systems and procedures to assess student learning outcomes and maintain a culture of meaningful assessment in Student Success.
- Work with the Vice President for Student Success Cabinet (VPSS Cabinet) to provide training for staff around assessment activities.
- Collaborate closely with the Vice President and Accreditation Liaison Office on accreditation reporting and the development and maintenance of institutional structures to demonstrate institutional effectiveness and mission fulfillment.
- Attend trainings and conferences to develop and maintain expertise related to NWCCU accreditation and NASPA/ACPA learning outcomes assessment and development.
- Work with the University Data and Analytics to obtain data and information for reports needed for accreditation, program review, evaluation, and assessment activities.
- Coordinate Student Success internal institutional reporting requests.
Required Qualifications – Experience, Education, Knowledge & Skills
- Bachelor’s degree in a related field or have five years of equivalent professional experience in a similar position.
- Demonstrate proficiency in using spreadsheets, database, and word processing software.
- Have relevant experience with supervision of others and management of a complex, fast-paced, professional office.
- Demonstrate experience in bringing complex projects and initiatives to a successful conclusion by working efficiently under pressure and managing multiple priorities simultaneously.
- Demonstrate experience in dealing with various groups of individuals and situations with a high degree of tact, diplomacy and collaboration.
- Demonstrate competence in written communication such as correspondence and reports
Preferred Qualifications – Experience, Education, Knowledge & Skills
- Experience working in Higher Education.
- Demonstrated experience and understanding of appropriate procedures for program and student metrics assessment and ability to provide appropriate supports for faculty and staff around assessment activities.
The Successful Candidate Will
- Exercise sound judgment and effectively collaborate with all levels of the organization.
- Work independently on a wide variety of tasks and roles, and productively in a team-oriented environment.
- Provide leadership and assume responsibility for organizing activities and events, while maintaining the highest level of confidentiality and professionalism.
- Possess excellent interpersonal, writing, and priority setting, with the ability to collaborate successfully with faculty, staff, and students, emphasizing exemplary customer service.
- Develop solutions to problems and complaints using critical analysis skills.
- Communicate confidently and competently with fellow employees and the public in person, over the telephone, and electronically.
- Have refined organizational and time management skills
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. 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 completion of a successful search.
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on April 29, 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.
