Assistant to the Director

Montana State University - Office of Student Engagement

Bozeman (MT)

On-site

USD 28,000 - 35,000

Full time

14 days+

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Job summary

Montana State University is seeking an Administrative Assistant IV to support the MORH/AHEC Director, manage calendars, travel, and HR liaison duties, while ensuring a professional and organized office environment. This role handles executive scheduling, travel arrangements, expense reconciliation, and comprehensive administrative support to advance departmental effectiveness.

The successful candidate will coordinate recruitment, plan internal events, and maintain documentation, contributing to

Qualifications

Associate’s or Bachelor’s degree, or equivalent combination of education and relevant administrative experience.
5+ years of experience in office management, executive support, or administrative roles.
Strong organizational and time-management skills with the ability to prioritize competing deadlines.
Demonstrated professional written and verbal communication skills.

Responsibilities

Serve as Assistant to the Director with calendar management, email support, meeting coordination, and task follow-up.
Arrange travel for the Director, including transportation, lodging, and itineraries.
Process and reconcile travel and business expenses per university policies.
Manage day-to-day office operations to maintain a professional environment.
Order supplies and coordinate vendor services.
Schedule staff meetings and events, in person and via Zoom.
Support HR processes as a liaison with University Human Resources.
Assist with recruitment coordination and access provisioning.
Maintain and update employee and office documentation.

Skills

Strong organizational skills

Time-management

Written and verbal communication

Education

Associate’s degree or Bachelor’s degree

Tools

ChromeRiver

SmartBuy

Microsoft Office

Zoom

Job description

Position Details

Position Information

Announcement Number STAFF - VA - 26341

For questions regarding this position, please contact:

Rachel Norris

rachel.norris@montana.edu

406-994-6495

Classification Title Admin Assoc IV Working Title Assistant to the Director Brief Position Overview

This position will support AHEC/MORH in conducting activities to align with the mission of the department by providing high-level administrative support to the Director while overseeing daily office operations to ensure an organized, efficient, and professional work environment. This role manages executive scheduling, travel, expense reconciliation, HR liaison responsibilities, recruitment coordination, event planning, and comprehensive administrative support to advance departmental effectiveness and compliance with University policies.

Position Number 4M1590 Department Montana AHEC/Rural Health Division College of Nursing 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 - $25.61 hourly, commensurate with experience, education, and qualifications Contract Type Classified Salary If other, please specify Recruitment Type Open

Position Details

General Statement

The Montana Office of Rural Health and Area Health Education Center (MORH/AHEC) is dedicated to strengthening healthcare across Montana. We work as a unified force to address the unique healthcare challenges facing our state. These foundational investments enable us to pursue additional funding, expand our reach, and ensure rural communities have access to the healthcare training and support they need.

Duties and Responsibilities

Serve as Assistant to the Director, providing calendar management, email support, meeting coordination, and task follow-up.
Arrange travel for the Director, including transportation, lodging, and itineraries.
Process and reconcile travel and business expenses via ChromeRiver, ensuring accuracy and compliance with University financial policies.
Manage day-to-day office operations to ensure a well-organized, efficient, and professional work environment.
Order office supplies and equipment and coordinate with vendors to support operations.
Schedule and coordinate office equipment maintenance, repairs, and service visits.
Complete administrative tasks including filing, record-keeping, and updating employee and office documentation.
Schedule and support staff meetings and events, both in person and via Zoom or other virtual platforms.
Plan and coordinate internal events such as retreats, trainings, and all-staff gatherings.
Provide general administrative support to staff and leadership as needed.
Serve as the departmental HR Liaison, acting as the primary link between the team and University Human Resources to navigate personnel workflows and ensure departmental compliance.
Facilitate the recruitment and hiring process for new employees, including coordinating recruitment searches, scheduling interviews, and ensuring staff have appropriate access to equipment and resources.

Required Qualifications – Experience, Education, Knowledge & Skills

Associate’s or Bachelor’s degree, or equivalent combination of education and relevant administrative experience.
5+ years of experience in office management, executive support, or administrative roles.
Strong organizational and time-management skills with the ability to prioritize competing deadlines.
Demonstrated professional written and verbal communication skills.

Preferred Qualifications – Experience, Education, Knowledge & Skills

Experience supporting senior leadership or serving in an executive assistant role.
Familiarity with Montana State University policies, procedures, systems, including ChromeRiver and SmartBuy.
Experience coordinating travel, events, meetings, and calendar management on behalf of others.
High proficiency with Microsoft Office, Zoom, and related administrative tools.
Experience working in a public sector, nonprofit, or university-affiliated organization.

The Successful Candidate Will

Effectively coordinate and prioritize a diverse workload to meet time-sensitive deadlines.
Demonstrate initiative and the ability to work independently across a wide range of tasks.
Maintain a high level of discretion and professionalism when handling sensitive information.
Communicate clearly, consistently, and professionally with internal and external stakeholders.
Anticipate needs and proactively address issues before they escalatel.
Stay organized and detail-oriented in a fast-paced, deadline-driven environment.
Build strong working relationships with leadership, staff, and external partners.
Adapt easily to shifting priorities and changing demands.
Take ownership of assigned responsibilities and follow through to completion.
Contribute to a positive, supportive, and well-functioning office culture.

Position Special Requirements/Additional Information

This position is contingent upon continued grant funding.

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? 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

Special Instructions

This position is not eligible for sponsorship.

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.

Applicant Documents

Required Documents