Position Details Position Information Announcement Number STAFF - VA - 25411 For questions regarding this position, please contact: Sally Mudiamu sally.mudiamu@montana.edu 406-994-7688 Classification Title Admin Assoc IV Working Title Assistant to the Dean/Office Manager Brief Position Overview Join the Office of International Programs ( OIP ) at Montana State University ( MSU ) as the Assistant to the Dean and Office Manager—a central and dynamic role on our administrative team. In this position, you will provide high-level executive support to the Dean, work closely with the OIP Leadership Team, oversee front desk operations and staffing—including the active supervision of student employees—and coordinate events such as international student programming and international visitor delegations. We’re seeking someone with energy, drive, and curiosity—someone who doesn’t wait to be told what to do, but anticipates needs, takes initiative and ownership of tasks, and embraces being the organizational “glue” that keeps the office running smoothly. This role demands an entrepreneurial mindset, outstanding intercultural communication, strong organizational skills, and an emphasis on solution-focused customer service. For the right candidate, this is more than a job—it’s a launchpad into a meaningful career in international education and global engagement. Position Number 4M0022 Department Office of International Programs Division Office of International Programs 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 Montana State University’s Office of International Programs offers quality international education opportunities for MSU students and faculty and provides accessible MSU academic experiences to students from around the world. As the Assistant to the Dean/Office Manager for International Programs this position serves as the first point of contact to OIP and provides administrative support across the office. Duties and Responsibilities Executive Support to the Dean + Provides high-level, executive administrative support for the Dean, including managing confidential matters within the Dean’s Office, and coordinating a range of OIP activities. + Manages the Dean’s schedule, makes travel arrangements for the Dean, reconciles trip reports, and schedules the Dean’s meetings. Ensures data, materials and agendas for meetings are prepared in an accurate, timely and professional manner. + Organizes and prioritizes critical issues and required information for the Dean to facilitate efficient decision making, minimizing conflicts and potential risks. Proactively monitors the identification of issues that could impact the successful execution of the Dean’s commitments. + Performs additional administrative and office management duties in support of the Dean, OIP Leadership Team, Business Operations Manager, and Office of International Programs as assigned. Office Management & Student Programming + Manages front desk operations, including the hiring, training, and supervision of student employees. + Trains student workers to provide professional front-line service, including greeting visitors, answering phones, and assisting with inquiries. + Serves as the primary point of contact at the OIP front desk, responding to phone calls, emails, and walk-in inquiries with professionalism, accuracy, and warmth. + Oversees procurement of office supplies, equipment, and related items, including the department vehicle and beverage service. Maintains a detailed inventory of minor and sensitive equipment. + Coordinates Outlook calendars for all-staff functions, including staff and leadership meetings, unit-wide events, and bookings for shared spaces such as the OIP Conference Room. + Initiates and manages office-related projects (e.g., remodels and repairs), ensuring they remain on schedule and within budget. + Maintains departmental records and archives in accordance with state and university records retention policies, while safeguarding confidential information and sensitive documents. + Coordinates onboarding logistics for new hires, including requests for office space, technology setup, security access, and system accounts. + Assists the Business Operations Manager with purchasing and tracking office-related expenses. + Serves as the OIP Telephone Coordinator, managing service requests, troubleshooting repairs, and updating directory information. Event and Travel Coordination + Plans, executes, and supports a variety of OIP -sponsored events, including the annual Food Bazaar, international student programming, conferences, and campus outreach initiatives. + Supports event and travel logistics by preparing materials, communicating with guests and partners, confirming venues and services, and booking travel and accommodations as needed. Required Qualifications – Experience, Education, Knowledge & Skills + 3-5 years of executive-level administrative support experience + Associate’s degree in business administration or related field, or a combination of education and/or applicable experience. + Demonstrated strength in organizing and prioritizing multiple tasks, meeting deadlines, and adapting effectively to changing priorities, while maintaining a positive, professional, and solutions-focused demeanor. + Substantial experience in a fast-paced, complex professional office environment that is service-orientated. + Proven ability to interpret and communicate complex information, procedures, and instructions clearly and accurately—whether in person, over the phone, or through written correspondence—to a wide range of internal and external stakeholders. + Skilled in working with diverse individuals and navigating sensitive situations with discretion, tact, and diplomacy. + Proficient in the use of personal computers and standard business software, including word processing, spreadsheets, databases, presentations, email, and internet; experience with Microsoft Office strongly preferred. Preferred Qualifications – Experience, Education, Knowledge & Skills + Bachelor’s degree in Business Management or a related field. + Experience in supervising student employees. + Experience in a “first point of contact” role in an institution of higher education (e.g., answering phone calls, handling and directing walk-in traffic, directing students, parents, and constituents to appropriate information sources). + Demonstrated experience progressing multiple simultaneous projects, working efficiently under pressure and managing conflicting priorities. + Advanced proficiency in Microsoft Word with experience formatting financial statements and documents, creating complex publications (e.g., newsletters, marketing materials) and/or utilizing mail merge functionality. + Website maintenance experience. + Demonstrated successful experience handling confidential information. The Successful Candidate Will The successful candidate will: + Take full ownership and follow-through of office-wide tasks, especially those that lack a clear point person—ensuring nothing falls through the cracks. + Serve as a proactive and trusted second set of eyes for the Dean, anticipating needs, identifying potential issues, and supporting efficient decision-making. + Demonstrate initiative and eagerness to fully learn the role, stepping up without needing to be asked and embracing responsibility with confidence. + Work independently with minimal supervision, showing sound judgment, reliability, and follow-through in all areas of responsibility. + Communicate clearly and professionally with colleagues, campus partners, and international visitors—in person, by phone, and via email. + Build positive, collaborative relationships at all levels of the organization and contribute to a supportive, team-oriented work culture. + Stay organized, prioritize effectively, and maintain a high level of accuracy and attention to detail in a fast-paced environment. + Adapt quickly and positively to changing priorities, processes, and needs within the office and across the university. + Bring a customer-service mindset and cultural sensitivity to daily interactions, ensuring that OIP remains a welcoming, solution-oriented space for all. Position Special Requirements/Additional Information 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. Physical Demands 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. 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 July 1, 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.