What are the responsibilities and job description for the Executive Assistant to the Vice Chancellor for Administration and Finance position at Montana State University Billings?
Position Details
Position Information
NBAPOSN Title
Working Title
Executive Assistant to the Vice Chancellor for Administration and Finance
Brief Position Overview
The Executive Assistant serves as a key partner in ensuring the efficiency and professionalism of the Office of the Vice Chancellor for Administration and Finance (VCAF). Reporting directly to the Vice Chancellor, this position manages day-to-day office operations, provides high-level administrative support, and fosters positive relationships with internal and external stakeholders. As a pivotal contributor to the University’s mission, the Executive Assistant facilitates strategic initiatives, supports decision-making processes, manages projects and represents the VCAF Office in a professional and confidential manner.
The Vice Chancellor oversees the University’s financial and business operations as Chief Financial Officer, including financial services, budget management, business services, facilities planning, human resources, information technology, risk management, and capital construction.
The Vice Chancellor oversees the University’s financial and business operations as Chief Financial Officer, including financial services, budget management, business services, facilities planning, human resources, information technology, risk management, and capital construction.
Position Number
Department
Vice Chancellor Administrative Service
Division
Administrative Services & Finance
Appointment Type
Professional
Contract Term
Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA
Union Affiliation
Exempt from Collective Bargaining
FTE
1.0
Benefits Eligible
Yes
Compensation
Annual
Salary
Salary range of $ 50,000 to $ 60,000 annually, commensurate with experience, education, and qualifications
Contract Type
MUS
If other, please specify
Recruitment Type
Open
Position Details
General Statement
Montana State University Billings is a preferred employer in the region-WE WANT YOU!
The following are reasons why you should join our team:
The following are reasons why you should join our team:
- Work-life balance
- Holidays-10 paid holidays per year and 1 Floating Holiday
- Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases)
- Sick Leave – Earned at an accrual rate of .0416125 for each hour in pay status.
- Employee and Dependent Tuition Waiver
- Opportunities to engage in professional development opportunities
- Committed to employee wellness and access to a robust Employee Assistance Program
- Medical Benefits that are robust and affordable
- Visit MUS Benefits to learn more about our benefit package including
- Medical, Vision, and Dental
- Life Insurance and Long Term Disability are incorporated into our benefits
- Learn more about our retirement benefits at MUS Retirement
- Opportunities for career growth and a variety of career paths
- Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc.
- Beautiful campus environment that features our MSUB Mile walking path
Duties and Responsibilities
Duties and Responsibilities
The Executive Assistant ensures the smooth operation of the VCAF Office through responsibilities that include, but are not limited to:
Office Management and Administration
The Executive Assistant ensures the smooth operation of the VCAF Office through responsibilities that include, but are not limited to:
Office Management and Administration
- Oversee all administrative, technical, and fiscal operations within the VCAF Office
- Welcome visitors, serve as the first point of contact for stakeholders, and provide timely and professional assistance
- Manage correspondence, contracts, and documentation, ensuring accurate routing, approvals, and digital records
- Maintain organized, secure filing systems for contracts, records, and sensitive materials
Executive Support
- Partner with the Vice Chancellor on projects, including research, data analysis, and preparation of executive level summaries and presentations
- Track and analyze budgets, providing financial updates and acting as a budget analyst.
- Coordinate the Vice Chancellor’s calendar, meetings, and travel arrangements to optimize efficiency
Event Coordination and Team Support
- Plan and execute special events and celebrations hosted by the VCAF Office
- Support meetings by managing logistics, preparing technology, and recording minutes
- Participate in hiring, training, and supervising administrative support personnel and student employees
Liaison and Communication
- Maintain close working relationships with University offices, such as the Chancellor’s Office and other Vice Chancellor divisions, as well as external stakeholders, including the Montana State University Billings Foundation and the local community
- Ensure clarity, accuracy, and professionalism in all written and verbal communications
- Maintain up-to-date databases for institutional and community communications
Additional Responsibilities
- Serve as a notary public for institutional needs
- Conduct research, compile data, and prepare reports to meet Board of Regents and University deadlines
- Handle additional tasks assigned to support the Division’s priorities and strategic goals
A successful candidate will demonstrate:
Professional Skills:
- Exceptional written and oral communication skills
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
- Ability to manage budgets and financial data with precision
Interpersonal Attributes:
- Strong supervisory, interpersonal, and collaborative skills
- Ability to foster positive relationships across diverse populations and organizational levels
- Poise, flexibility, and professionalism under pressure
Organizational Excellence:
- Exceptional attention to detail, time management, and organizational abilities
- Ability to manage multiple projects simultaneously and meet deadlines
- Skilled in event planning and project coordination
Personal Characteristics:
- A commitment to confidentiality and discretion
- Self-motivation, independence, and initiative in problem-solving
- Dedication to creating a welcoming, supportive office atmosphere
Physical Demands and Work Environment
- Ability to work in a standard office environment, with occasional interruptions, and complete tasks in a timely fashion.
- Reasonable accommodation will be provided for qualified individuals with disabilities to perform essential job functions.
Required Qualifications – Experience, Education, Knowledge & Skills
Education and Experience Requirements Required
- Bachelor’s degree
- Minimum of three years office management or project management or a combination of experience and education
- Demonstrated ability and understanding of budget management
- Excellent communication skills
- Demonstrated ability to work independently, manage and prioritize projects
- Demonstrated ability to work effectively with diverse populations
- Demonstrated experience with, and commitment to, confidentiality, continuous improvement and operational excellence
Preferred Qualifications – Experience, Education, Knowledge & Skills
Education and Experience Requirements Preferred
- Master’s degree
- Five or more years’ experience in higher education, executive-level support, or a similar environment.
- Significant experience with budgets, fiscal reports and financial planning
- Experience at a campus within the Montana University System and working knowledge of Montana Board of Regents and MUS policies and procedures
The Successful Candidate Will
Special Requirements
Physical Demands
This position has supervisory duties?
No
Posting Detail Information
Announcement Number
STAFF - VA - 2500050P
Number of Vacancies
1
Desired Start Date
Position End Date (if temporary)
Open Date
01/14/2025
Close Date
01/28/2025
Open until filled
Yes
Special Instructions Summary
Applicants will be reviewed and interviewed on an ongoing basis after the screening date. The screening date begins 10 calendar days after a position is posted on the employment website.
Quick Link for Internal Postings
https://employment.msubillings.edu/postings/7342
Diversity Statement
Montana State University Billings is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.
Montana State University Billings makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. In compliance with the Montana Veteran’s Employment Preference Act, MSU Billings provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference or request accommodation, contact the Human Resources Office, Montana State University Billings, 1500 University Drive, Billings, MT 59101-0298, 406-657-2278, employment@msubillings.edu.
MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website: http://www.msubillings.edu/humres/eeos.htm
Salary : $50,000 - $60,000
