Administrative Assistant to the Extension Regional Department Heads - Montana State University : Job Details

Position Details

Position Information

Announcement Number STAFF - VA - 26108

For questions regarding this position, please contact:

Mary Fran Soucie

(406) ###-####

[email protected]

Classification Title Admin Assoc IV

Working Title Administrative Assistant to the Extension Regional Department Heads

Brief Position Overview

The person in this position acts as an executive assistant for the three Regional Department Heads ( RDH ) and will help to facilitate communications between campus personnel, county and reservation personnel, and the RDHs. This person will also develop operational knowledge of other Extension units and assist, as needed, with other Extension operations.

Position Number 4M0305

Department Administration - MSU Extension

Division Extension

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 person in this position acts as an executive assistant for the three Regional Department Heads ( RDH ) and will help to facilitate communications between campus personnel, county and reservation personnel, and the RDHs. This person will also develop operational knowledge of other Extension units and assist, as needed, with other Extension operations.

Montana State University Extension seeks individuals who work professionally and effectively with communities, who foster and maintain effective interpersonal relationships, who exhibit excellent written and verbal communications skills, and who can contribute positively to the people and places of Montana under the guidelines and mission of Montana State University.

Duties and Responsibilities

• Work closely with three Regional Department Heads to facilitate overall operations, manage calendars, conduct searches, manage regional budgets, and other administrative duties.

• Coordinate logistics and planning for new agent orientation, regional meetings, and other events related to Extension Agent training.

• Provide campus-based leadership for faculty onboarding, including maintenance of web presence, onboarding resources, coordination of onboarding processes, and for the mentoring committee.

• Facilitate Retention, Tenure, and Promotion process in coordination with the RDHs, Associate Director, and the Office of the Provost.

• Serve as liaison between the RDHs and various campus departments.

• Cross train with other Extension administration professionals to ensure consistency of service.

• Assist with managing the front office area, ensuring desk coverage for phone calls and walk-in traffic, and provide support as needed.

• Facilitate the organization of statewide Extension events.

• Work collaboratively with the Assistant to the Office of the Director to enhance the teamwork of Extension Administration.

Required Qualifications – Experience, Education, Knowledge & Skills

• Bachelor's degree or Associate's degree in a position-related field, or an equivalent combination of education and experience.

• Demonstrated experience as an administrative assistant, business manager, or operations manager.

• Demonstrated competence in bringing projects and initiatives to a successful conclusion.

• Demonstrated proficiency in Microsoft Word, Excel, Access, PowerPoint, Outlook, and other relevant computer software.

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Advanced degree or post-graduate training in business, public administration or communications.

• Experience with Extension.

• Knowledge of organizational policies and procedures.

The Successful Candidate Will

• Strong decision-making skills and initiative.

• Able to take direction from multiple people.

• Able to work effectively as part of a team.

• Excellent leadership, written and oral communication, presentation and interpersonal skills.

• Be a creative thinker who can also handle practical details.

• Possess personal energy, integrity and vision ·

• Be able to communicate effectively with constituencies and the general public at the university, county, state and national levels.

• Understand the land grant mission and establish relationships and work with diverse backgrounds and experiences.

• Maintain the confidentiality of sensitive information, files, and documents.

Ultimately, the successful candidate will be relational, responsive, and reliable.

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? 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:

Screening of applications will begin on September 18, 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.