Assistant to the Dean/Office Manager
Assistant to the Dean/Office Manager
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1 Vacancy
Job Description
Executive Support to the Dean Provides high-level executive administrative support for the Dean including managing confidential matters within the Deans Office and coordinating a range of OIP activities. Manages the Deans schedule makes travel arrangements for the Dean reconciles trip reports and schedules the Deans 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 Deans 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.
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 Universitys rights to assign or reassign duties and responsibilities to this job at any time.
Required Experience:
IC
Employment Type
Full-Time
