"Executive Administrative Assistant to the Dean of Rocky Vista University Montana"

Job Details

Location, Job Title, Benefits

Rocky Vista University in Billings, MT has an opening for an

Executive Administrative Assistant to the Dean of Rocky Vista University Montana (Full-Time)

To be considered for this position applicants should submit a resume/cover letter and salary requirements on our Careers page at www.rvu.edu.

SALARY: $56,600 to $69,500 per year. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to skill, knowledge, experience, education, and credentials.

BENEFITS: RVU offers a full benefits package that includes Health, Dental and Vision insurance, along with 2 weeks (minimum) accrued paid vacation days per year, 12 accrued sick days per year, personal days, 13 ½ paid holidays and 401(K) match up to 7% based on employee’s contribution.

Commitment to Inclusive Excellence: We are Rocky Vista University (RVU), a diverse, equitable, and inclusive healthcare education university that recognizes, values, and respects the commonalities and differences reflected in our students, staff, faculty, and alumni. We strive to be compassionate healthcare educators and practitioners who embrace and champion inclusive excellence.

RVU is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Primary Purpose

Provide high-level, confidential, and complex administrative assistance and support to the Dean of Rocky Vista University Montana College of Osteopathic Medicine.

Essential Job Functions

• Coordinate daily functions of the Office of the Dean, performing a broad spectrum of administrative and secretarial duties; screens visitors and phone calls; and handles inquiries and requests for information as appropriate; maintains appointment calendar; reviews and/or coordinates mail and documents for signature.
• Interact with high-level executives, visitors, and students, providing direction and support on behalf of the Dean’s Office as needed.
• Coordinate and attend meetings, prepare agendas, minutes, supporting documents and reports, while upholding the highest level of confidentiality and professionalism.
• Maintains daily calendar for the Vice-President/Dean – schedules meetings and appointments; coordinates special events, as needed.
• Coordinate travel and hotel accommodations for the Dean.
• Provide support for accreditation requirements including assisting in submitting required reports and coordinating and planning the logistics for site visits.
• Cross-coverage of administrative functions in the Dean’s office as necessary. Work cooperatively with others and accept appropriate direction from the leaders in the Dean’s Suite.
• Maintain and monitor department budget and monthly purchasing card reconciliation.
• Support and create related administrative systems, processes and policies as needed for the new campus.
• Help build a culture that respects, values, and promotes diversity, equity, and inclusion.
• Other duties may be assigned which might include project and committee assignments for the university.

Required Knowledge, Skills, and Abilities

• The ability to interact with faculty, staff and students in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
• Ability to interact with staff, faculty and students in a fast-paced environment.
• Capable to work under pressure efficiently and with a high level of professionalism.
• Outstanding organizational and communication skills.
• Demonstrate strong computer skills, specifically Microsoft Office Products (Word, Excel, Outlook, and PowerPoint) and Adobe Pro.
• Ability to discreetly handle confidential material.
• Ability to plan, organize and schedule office priorities.
• Ability to multi-task and problem solve innovatively.
• Work effectively in a team-based environment.
• Demonstrate effective time management skills and ability to meet deadlines.
• Ability to prepare and analyze documents, reports, and presentations.
• Attention to detail and quality of work essential.
• Ability to professionally write and edit emails, draft memos and other professional communications on behalf of the Dean.
• Exhibit appropriate independent decision-making and judgments, creativity in problem-solving, and work independently when necessary without supervision.

Minimum Qualifications

Associate’s Degree from an accredited institution in a related field and considerable increasingly responsible administrative experience OR commensurate combination of experience and training that provides the necessary knowledge, skills and abilities.

Preferred Qualifications

• Bachelor's Degree from an accredited institution.
• Previous experience successfully creating and/or modifying processes.
• Experience and ability to interact with internal senior staff and corporate-level administrators.
• Experience coordinating events with external C-level officers and organization representatives.

Final applicant will be required to pass background check and drug screening.

Rocky Vista University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities, and will make reasonable accommodation when necessary. The following are essential abilities and physical requirements for all positions at the University.

• Ability to orally communicate effectively with others;
• Ability to communicate effectively in writing, using the English language;
• Ability to work cooperatively with colleagues and supervisory staffs at all levels;
• May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties;
• May be required to accomplish job duties using various types of equipment/supplies to include, but not limited to, pens, pencils, calculators, computer keyboards, telephone, etc.;
• May be required to transport oneself to other campus offices, conference rooms, and on occasion, to off-campus sites to attend meetings, conferences, workshops, seminars, etc.