Assistant to the Dean
Montana State University
Position Details Position Information Announcement Number STAFF - VA - 26090 For questions regarding this position, please contact: Shannon DeRosa
406-994-2828
shannon.derosa@montana.edu Classification Title Admin Assoc IV Working Title Assistant to the Dean Brief Position Overview This position provides high-level, executive administrative support to the Dean of Students, serving as the first point of contact for the office and handling a wide range of confidential and sensitive matters. The role requires exceptional communication skills, discretion, and the ability to manage multiple priorities in a fast-paced environment, including responding to high-stress and crisis situations. Position Number 4M0375 Department Dean of Students Division Division of Student Success 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 $24.04 per hour, commensurate with experience, education, and qualifications Contract Type Classified Salary If other, please specify Recruitment Type Open Position Details General Statement The Office of the Dean of Students offers dependable services for our campus while empowering students to advocate for themselves in the context of advancing appropriate academic and community expectations. Our programs may offer support during times of conflict, facilitate healing during times of crisis, and provide educational opportunities during times of development.
The Assistant to the Dean provides high-level administrative and operational support to the office. This position will be part of the Student Success Administrative Support Team. This position will report to the assistant to the vice president. Duties and Responsibilities Executive Administrative Support Manage the six (6) professional staff in the Dean of Students’ office calendars, schedule meetings, and coordinate office functions. Prepare and proofread reports, presentations, correspondence, and other documents, ensuring accuracy and timeliness. Maintain confidential files and records in compliance with FERPA and other applicable regulations. Serve as the first point of contact for phone calls, emails, and in-person inquiries, including high-profile and crisis situations. Supervise 3–4 student desk workers each semester, ensuring coverage for front desk operations.
Crisis Response & Stakeholder Communication Respond to inquiries from faculty, staff, students, parents, law enforcement, housing officials, and members of the public regarding student crises, including mental health emergencies, hospitalizations, and incidents involving law enforcement. Communicate professionally and compassionately with students, parents, faculty, staff, and donors during high-stress and emotionally charged situations. Support the Dean in maintaining and strengthening relationships with major donors, including coordinating cultivation and stewardship events.
Financial & Travel Administration Manage over $300,000 in MSU Alumni Foundation funds, including Registered Student Organization (RSO) co-sponsorships and travel allocations. Process invoices, reimbursements, and expense reports in collaboration with Fiscal Shared Services. Coordinate travel arrangements and related pre-approval documentation for the Dean and professional staff.
Event Planning & Coordination Plan and execute major events hosted by the office, including donor meetings, advisory board sessions, conferences, and special lectures. Oversee event logistics such as securing venues, preparing schedules, arranging catering and lodging, and completing necessary approval forms. Collaborate with the Office of Student Engagement to support student organization events and sponsorships.
Operational Efficiency & Collaboration Work closely with other executive assistants to coordinate scheduling for senior leadership. Anticipate and address potential issues that may impact the office’s commitments or operations. Build and maintain collaborative relationships with staff across all departments reporting to the Dean of Students to improve workflow and responsiveness.
Other DutiesProvide general office management support and perform additional tasks as assigned to support the Dean of Students, Vice President of Student Success, and the Assistant to the Vice President of Student Success.
Required Qualifications – Experience, Education, Knowledge & Skills Bachelor’s degree or five years of full-time (or part-time equivalent) experience providing high-level administrative support to an executive/executive team or an equivalent combination of relevant education and experience. Demonstrated relevant experience within a complex, fast-paced professional office, including progressively responsible experience with a student development focus. Demonstrated competence in bringing complex projects and initiatives to a successful completion. Demonstrated experience providing support for a team of staff, following up to committed deliverables by the team and communicating complex information effectively to various constituents (student, staff, faculty, executives). Demonstrated successful experience with handling confidential information. Demonstrated experience prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities. Demonstrated experience using personal computers and various software such as word processing, spreadsheets, email, and Microsoft Office software. Preferred Qualifications – Experience, Education, Knowledge & Skills Successful experience as a member of an executive management team in higher education. Experience working with students in an academic environment. The Successful Candidate Will Establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty. Have excellent communication, interpersonal, and customer service skills. Possess strong organizational and time management skills. Possess skills to effectively deal with sensitive or difficult situations. Uphold a strict level of confidentiality. Have a strong attention to detail and will be successful in prioritizing completing demands and meeting deadlines. Have an aptitude for independent problem solving, decision-making, and personnel management. Have good judgement and self-motivation. Maintain a high degree of accuracy in one’s work. Possess the ability to successfully manage multiple projects and deadlines simultaneously. Demonstrate the ability to maintain a calm, pleasant, positive, and professional demeanor in difficult situations. Will represent the Office of the Dean of Students and MSU to others in a professional and courteous manner. 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 September 2nd, 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. Applicant Documents Required Documents Resume Cover Letter Optional Documents Supplemental Questions
406-994-2828
shannon.derosa@montana.edu Classification Title Admin Assoc IV Working Title Assistant to the Dean Brief Position Overview This position provides high-level, executive administrative support to the Dean of Students, serving as the first point of contact for the office and handling a wide range of confidential and sensitive matters. The role requires exceptional communication skills, discretion, and the ability to manage multiple priorities in a fast-paced environment, including responding to high-stress and crisis situations. Position Number 4M0375 Department Dean of Students Division Division of Student Success 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 $24.04 per hour, commensurate with experience, education, and qualifications Contract Type Classified Salary If other, please specify Recruitment Type Open Position Details General Statement The Office of the Dean of Students offers dependable services for our campus while empowering students to advocate for themselves in the context of advancing appropriate academic and community expectations. Our programs may offer support during times of conflict, facilitate healing during times of crisis, and provide educational opportunities during times of development.
The Assistant to the Dean provides high-level administrative and operational support to the office. This position will be part of the Student Success Administrative Support Team. This position will report to the assistant to the vice president. Duties and Responsibilities Executive Administrative Support Manage the six (6) professional staff in the Dean of Students’ office calendars, schedule meetings, and coordinate office functions. Prepare and proofread reports, presentations, correspondence, and other documents, ensuring accuracy and timeliness. Maintain confidential files and records in compliance with FERPA and other applicable regulations. Serve as the first point of contact for phone calls, emails, and in-person inquiries, including high-profile and crisis situations. Supervise 3–4 student desk workers each semester, ensuring coverage for front desk operations.
Crisis Response & Stakeholder Communication Respond to inquiries from faculty, staff, students, parents, law enforcement, housing officials, and members of the public regarding student crises, including mental health emergencies, hospitalizations, and incidents involving law enforcement. Communicate professionally and compassionately with students, parents, faculty, staff, and donors during high-stress and emotionally charged situations. Support the Dean in maintaining and strengthening relationships with major donors, including coordinating cultivation and stewardship events.
Financial & Travel Administration Manage over $300,000 in MSU Alumni Foundation funds, including Registered Student Organization (RSO) co-sponsorships and travel allocations. Process invoices, reimbursements, and expense reports in collaboration with Fiscal Shared Services. Coordinate travel arrangements and related pre-approval documentation for the Dean and professional staff.
Event Planning & Coordination Plan and execute major events hosted by the office, including donor meetings, advisory board sessions, conferences, and special lectures. Oversee event logistics such as securing venues, preparing schedules, arranging catering and lodging, and completing necessary approval forms. Collaborate with the Office of Student Engagement to support student organization events and sponsorships.
Operational Efficiency & Collaboration Work closely with other executive assistants to coordinate scheduling for senior leadership. Anticipate and address potential issues that may impact the office’s commitments or operations. Build and maintain collaborative relationships with staff across all departments reporting to the Dean of Students to improve workflow and responsiveness.
Other DutiesProvide general office management support and perform additional tasks as assigned to support the Dean of Students, Vice President of Student Success, and the Assistant to the Vice President of Student Success.
Required Qualifications – Experience, Education, Knowledge & Skills Bachelor’s degree or five years of full-time (or part-time equivalent) experience providing high-level administrative support to an executive/executive team or an equivalent combination of relevant education and experience. Demonstrated relevant experience within a complex, fast-paced professional office, including progressively responsible experience with a student development focus. Demonstrated competence in bringing complex projects and initiatives to a successful completion. Demonstrated experience providing support for a team of staff, following up to committed deliverables by the team and communicating complex information effectively to various constituents (student, staff, faculty, executives). Demonstrated successful experience with handling confidential information. Demonstrated experience prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities. Demonstrated experience using personal computers and various software such as word processing, spreadsheets, email, and Microsoft Office software. Preferred Qualifications – Experience, Education, Knowledge & Skills Successful experience as a member of an executive management team in higher education. Experience working with students in an academic environment. The Successful Candidate Will Establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty. Have excellent communication, interpersonal, and customer service skills. Possess strong organizational and time management skills. Possess skills to effectively deal with sensitive or difficult situations. Uphold a strict level of confidentiality. Have a strong attention to detail and will be successful in prioritizing completing demands and meeting deadlines. Have an aptitude for independent problem solving, decision-making, and personnel management. Have good judgement and self-motivation. Maintain a high degree of accuracy in one’s work. Possess the ability to successfully manage multiple projects and deadlines simultaneously. Demonstrate the ability to maintain a calm, pleasant, positive, and professional demeanor in difficult situations. Will represent the Office of the Dean of Students and MSU to others in a professional and courteous manner. 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 September 2nd, 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. Applicant Documents Required Documents Resume Cover Letter Optional Documents Supplemental Questions
Required fields are indicated with an asterisk (*).
Por favor confirme su dirección de correo electrónico: Send Email