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Assistant to the Executive Director

Position Details

Position Information

Announcement Number STAFF - VA - 18244
For questions regarding this position, please contact:

Linda Shott (406) 994-1752,

Classification Title
Working Title Assistant to the Executive Director
Brief Position Overview

The Assistant to the Executive Director provides managerial and administrative support for all internal and external operations of Extension including creating, monitoring, coordinating, and implementing Extension plans, policies and procedures, and initiatives. This person leads or supports staff activities and other functions in the Director’s office.

Position Number 4C5355
Department Administration - MSU Extension
Division Extension
Appointment Type Professional
Contract Term Fiscal Year
If other, specify From date
If other, specify End date
Union Affiliation
FTE 1.0
Benefits Eligible Eligible
Salary Salary range of $42,000 to $50,000 annually, commensurate with experience, education, and qualifications
Contract Type LOA
If other, please specify
Recruitment Type Open
Position Details

General Statement

The Assistant to the Executive Director provides managerial and administrative support for all internal and external operations of Extension including creating, monitoring, coordinating, and implementing Extension plans, policies and procedures, and initiatives. This person leads or supports staff activities and other functions in the Director’s office.

Duties and Responsibilities
  • Develop, implement, and oversee key initiatives for MSU Extension.
  • Make key decisions for the Executive Director and Associate Director in their absence.
  • Manage the front office area. Oversee all front office operations, ensuring desk coverage for phone calls and walk-in traffic, and provide that support as needed. Maintain and manage the Executive Director’s and Associate Director’s calendar. Supervise, lead, and mentor student workers.
  • Ensure data, materials, and agendas for meetings and/or presentations are prepared in an accurate, timely and professional manner. Prepare talking points and visual aids for presentations and speeches for the Executive Director.
  • Provide regular communication with Director’s Office, Regional Department Heads, agents, specialists, MSU departments and other MSU offices regarding administrative issues to ensure timely responses to requests and documentation, in addition to technical assistance.
  • Build and maintain effective relationships with faculty, staff, administrators, constituency groups, and industry and government officials.
  • Improve data collection, report generation and document storage by working closely with MSU administration, Director’s Office personnel and staff.
  • Organize administrative data and generate information for yearly, quarterly and special reports for federal and state legislative activities, Board of Regents requirements, reappointment review, federal annual report and plan of work necessary for meaningful, timely and accurate reports. Maintain the confidentiality of sensitive information, files, and documents.
  • Advise MSU Extension Faculty and Staff on University and MSUE policies, procedures, and expectations.
  • Acquire thorough knowledge of the unique MSU Extension partnership with Montana Counties, Montana State University, the State of Montana, and USDA-NIFA and associated activities of the Director’s Office.
  • Become familiar with MSUE budget and fiscal activities for sharing of data when appropriate. Provide budgetary oversight for Extension Annual Conference and the operating budgets for the Director and Associate Director.
  • Provide administrative support to the Montana Extension Advisory Council.
  • Plan and organize, in cooperation with other staff members, key events hosted by MSUE including annual conference, Extension Day on the Hill, and professional development activities.
  • Other related duties as assigned.
Required Qualifications – Experience, Education, Knowledge & Skills
  1. Bachelor’s degree or Associate’s degree in a position-related field, or an equivalent combination of education and experience.
  2. A record of progressively responsible work experience as an administrative assistant, business manager, or operations manager for a large, complex organization.
  3. Demonstrated competence in bringing complex projects and initiatives to a successful conclusion.
  4. Demonstrated proficiency in Microsoft Word, Excel, Access, PowerPoint, Outlook, and other relevant computer software.
Preferred Qualifications – Experience, Education, Knowledge & Skills
  1. Advanced degree or post-graduate training in business, public administration or communications.
  2. Quality experience as a supervisor.
  3. Experience with Extension.
  4. Knowledge of MSU policies and procedures.
  5. Ability to obtain information from Banner and SAIS web-based reports.
The Successful Candidate Will
  • provide evidence of strong decision-making skills and initiative; be a team player
  • have 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
  • a demonstrated ability to communicate effectively with constituencies and the general public at the university, county, state and national levels
  • familiarity and interest in working with people from diverse multi-cultural and socioeconomic backgrounds
  • commitment to the principles of diversity
  • an understanding of the land grant university mission
  • and an appreciation for economically and ethnically diverse rural and urban populations.
Position Special Requirements/Additional Information
Physical Demands

Typical office environment. Occasional travel in the state.

This position has supervisory duties? Yes
Posting Detail Information

Number of Vacancies
Desired Start Date
Position End Date (if temporary)
Open Date
Close Date
Applications will be:

Screening of applications will begin on April 16, 2018; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions
Diversity Statement

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.

Montana State University 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 an individual’s race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran’s status, sex, age, political ideas, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation. 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 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. To request an accommodation, contact the Human Resources Office, PO Box 172520, Montana State University, Bozeman MT 59717-2520; 406-994-3651; .

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.

MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: .

Applicant Documents

Required Documents
  1. Cover Letter addressing Each of the Required and Preferred Qualifications
  2. Resume
  3. List of Five (5) Professional References (3 Professional, 2 Mentees)
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).