Administrative Assistant for Student Affairs

Rocky Vista University College of Osteopathic Medicine; Billings (MT); On-site; USD 28,000 - 31,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Vacation and sick time

13 ½ paid holidays and 401(K) match

Job summary

Rocky Vista University in Billings, MT is seeking an Administrative Assistant for Student Affairs (Full-Time). The role provides administrative support across the Office of Student Affairs, including scheduling, communications, and event planning.

The ideal candidate will have strong organizational skills, be proficient with Microsoft Office and Google Workspace, and maintain confidential records with attention to detail. This position offers hybrid work flexibility for eligible staff.

Qualifications

• High School Diploma or equivalent is required.
• Two years of clerical/office experience are required.
• Associate's or Bachelor's degree is preferred.
• Experience in an academic environment is a plus.
• Familiarity with Canvas LMS is a plus.

Responsibilities

• Provide administrative support for the Office of Student Affairs.
• Answer calls and emails; route to the right contacts.
• Schedule meetings, appointments, and interviews for the team.
• Track tutoring services and payroll for tutors.
• Assist budgeting processes and reconcile related records.
• Prepare and distribute minutes and departmental communications.
• Coordinate travel arrangements and reimbursements.
• Support event planning and cross-team collaboration.

Skills

Organizational skills

Communication skills

Microsoft Office

Google Workspace

Data entry

Confidentiality

Teamwork

Time management

Education

High School Diploma or equivalent

Associate's or Bachelor's degree (preferred)

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Google Sheets

Google Docs

Canvas LMS

Job description

Location, Job Title, Benefits

Rocky Vista University in Billings, MT has an opening for an

Administrative Assistant for Student Affairs (Full-Time)

SALARY:

$20.00-$22.75+per hour, the posted salary range represents the minimum to the midpoint within RVU’s compensation plan. RVU’s full compensation structure provides a minimum to a maximum range. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to skill, knowledge, experience, education, and credentials.

BENEFITS:

RVU offers a full benefits package that includes Health, Dental and Vision insurance, along with 2 weeks (minimum) accrued paid vacation days per year, 12 accrued sick days per year, personal days, 13 ½ paid holidays and 401(K) match up to 7% based on employee’s contribution. Join us in an environment where in-office work is the primary focus, complemented by hybrid work flexibility for eligible positions.

Commitment to Inclusive Excellence: We are Rocky Vista University (RVU), a diverse, equitable, and inclusive healthcare education university that recognizes, values, and respects the commonalities and differences reflected in our students, staff, faculty, and alumni. We strive to be compassionate healthcare educators and practitioners who embrace and champion diversity, equity, and inclusion.

RVU is proud to be an equal opportunity employer.Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

Primary Purpose

The Administrative Assistant for Student Affairs will provide administrative assistance for various personnel in the Office of Student Affairs.

Essential Job Functions

• Answer phone calls and emails, and route to appropriate people as necessary.
• Manages expense reports and reimbursements for the Associate Dean of Student Affairs.
• Processes purchasing requisitions and orders departmental supplies as needed.
• Schedule appointments/meetings/interviews for the Student Affairs team as needed.
• Assist in tracking tutoring services and payroll for tutors.
• Assist and reconcile the budgeting process for the Office of Student Affairs.
• Assist all team members in completion of projects, tasks, events, meetings as requested by the Associate Dean of Student Affairs.
• Take minutes at scheduled meetings in the Office of Student Affairs and distribute accordingly.
• Assist in event planning and preparation for Student Affairs.
• Work collaboratively and collegially with other members of the RVU team.
• Help build a culture that respects, values, and promotes diversity, equity, and inclusion.
• Develop and distribute departmental communications, promotional materials, presentations, and digital content.
• Serve as administrative support for multiple Committees, maintaining confidential records and coordinating committee activities.
• Be the course admin for the Foundations (orientation course) which includes working within Canvas, tracking and taking attendance, coordination of the schedule and events, etc.
• Administer departmental tracking systems and electronic records.
• Coordinate departmental travel arrangements, including itineraries, registrations, and reimbursement documentation.
• Other duties as assigned by the Associate Dean of Student Affairs

Marginal Job Functions

• Provide cross-coverage for administrative tasks for the Office of Student Affairs

Required Knowledge, Skills, and Abilities

• Outstanding organizational and communication skills.
• Demonstrate intermediate skill level or higher data entry knowledge and computer skills including Windows, Microsoft Word, Excel, PowerPoint, and Outlook.
• Proficiency in such web-based programs as Google Sheets, Docs, Presentations.
• Ability to work with high level of confidential material with an attention to detail.
• Ability to problem solve innovatively.
• Ability to work effectively and collaboratively in a team-based environment.
• Demonstrate effective time management skills and ability to meet deadlines.
• Demonstrated commitment to valuing equity, diversity and contributing to an inclusive working and learning environment.

Minimum Qualifications

• High School Diploma or equivalent.
• At least two (2) years of previous clerical/office experience.

Preferred Qualifications

• Associate's or Bachelor's Degree from an accredited institution.
• Professional background in academic environment.
• Experience in organizing or supporting student life activities.

Final applicant will be required to pass background check and drug screening.

Rocky Vista University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities, and will make reasonable accommodation when necessary. The following are essential abilities and physical requirements for all positions at the University.

• Ability to orally communicate effectively with others;
• Ability to communicate effectively in writing, using the English language;
• Ability to work cooperatively with colleagues and supervisory staffs at all levels;
• May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties;
• May be required to accomplish job duties using various types of equipment/supplies to include, but not limited to, pens, pencils, calculators, computer keyboards, telephone, etc.;
• May be required to transport oneself to other campus offices, conference rooms, and on occasion, to off-campus sites to attend meetings, conferences, workshops, seminars, etc.

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