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Job Information

Montana State University Executive Assistant to the Vice President for IT and Chief Information Officer in Bozeman, Montana

Position Details

Announcement Number STAFF - VA - 21303

For questions regarding this position, please contact:

Adam Edelman

aedelman@montana.edu

Classification Title Admin Spec/Coordinator

Working Title Executive Assistant to the Vice President for IT and Chief Information Officer

Brief Position Overview

The Office of the CIO and Vice President of Information Technology is searching for a dynamic and experienced individual to support all internal and external administrative operations of the department which includes providing high-level support for the campus IT strategic priorities and the Office of the CIO . The critical nature is focused on supporting the Vice President of Information Technology, the Office of the CIO , and the senior leadership team.

Position Number 4C1402

Department UIT Business Op

Division VP for Information Technology

Appointment Type Professional

Contract Term Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA Exempt

Union Affiliation Exempt from Collective Bargaining

FTE 1.0

Benefits Eligible Eligible

Salary Minimum $53,000 annually; commensurate with experience, education, and qualifications

Contract Type MUS

If other, please specify

Recruitment Type Open

General Statement

The Office of the CIO and Vice President of Information Technology is searching for a dynamic and experienced individual to support all internal and external administrative operations of the department which includes providing high-level support for the campus IT strategic priorities and the Office of the CIO . The critical nature is focused on supporting the Vice President of Information Technology, the Office of the CIO , and the senior leadership team.

Duties and Responsibilities

Executive Administrative Leadership/IT Community Support

  • Serve as executive assistant to the Chief Information Officer/Vice President of Information Technology.

  • Support key operational and administrative initiatives within the Information Technology leadership. This requires a detailed follow-up process on reporting progress and status.

  • Coordinate/orchestrate projects/commitments (that have university-wide impact) directly involving the CIO and their direct/indirect reports. This requires alignment of actions which have deliverables and outcomes to meet committed goals.

  • Coordinate with directors and leadership to ensure issues are resolved and needs are met in conjunction with the CIO /VP.

  • Work to ensure that senior leaders’ needs are conveyed to the CIO for consideration and decision-making.

  • Maintain and manage the Vice President’s calendar and meeting schedule, making proactive decisions on priorities.

  • Create and maintain agendas and ensure materials and data for any meetings and/or presentations are prepared in a timely, professional, and accurate manner.

  • Prepare executive communications to support the VP/ CIO which includes follow-up correspondence related to the CIO’s various meetings/event with partners, staff, and external audiences.

  • Develop and maintain solid relationships with the various executive offices across MSU .

  • Monitor information flow highlighting the highest priorities and acting as “gatekeeper” on a significant number of emails, requests, and informational documents. This includes ensuring that pre-meeting documentation is available in a fashion that allows for timely review by the CIO .

  • Plan and organize events, all-hands meetings, and senior team meetings.

  • Continuously monitor the needs of the VP/ CIO and their team to be sure that the organization is complying with the requirements of the university.

  • Proactively monitor the identification of issues that could impact the successful execution of the CIO’s commitments. This involves evaluation of issues which the CIO should be aware and framing/positioning ideas to resolve conflicts/problems and mitigate risk.

  • Develop, coordinate, and maintain communications across multiple groups including deans, the three remote campuses, and various departments.

  • Participates as a fully participating member of the Executive Team as well as attend weekly Operations Meeting with VP/ CIO , Associate CIO , Finance/Admin Director and Human Resource Business Partner

  • Identify, the needs of Senior Leadership while troubleshooting and removing roadblocks to ensure successful completion of projects and goals.

  • Event manager for events and meetings, and other special events

  • Works with Executive team and HRBP to ensure compliance policies, laws, and regulations. Coordinates specialized training when needed

  • Serve as space manager for the IT Community, ensuring supplies/furniture/equipment are available and ordered, and that facilities are in good working order, coordinating with other personnel as needed.

    Required Qualifications – Experience, Education, Knowledge & Skills

  • Bachelor’s or Associates degree and progressively responsible executive assistant/administrative/office management experience, or an equivalent combination of relevant education and experience.

  • Demonstrated experience managing all aspects of administrative support at an executive level.

  • Demonstrated experience in generating reports, following up to committed deliverables by a leadership team and communicating complex information effectively to various constituents (student, staff, faculty, executives).

  • Demonstrated experience organizing and managing events, and/or prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities.

  • Demonstrated experience using personal computers and various software such as word processing, spreadsheets, email, and Microsoft Office software.

  • Demonstrated experience in dealing with diverse groups of individuals and situations with a high degree of tact and diplomacy.

    Preferred Qualifications – Experience, Education, Knowledge & Skills

  • Proven track record of successful higher executive-level support in a complex organization.

  • Experience in a higher education environment.

  • Work history in supporting an information technology organization.

  • Demonstrated leadership in administrative program development.

    The Successful Candidate Will

  • Establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty.

  • Have excellent communication, interpersonal, and customer service skills.

  • Possess strong organizational and time management skills.

  • Uphold a strict level of confidentiality.

  • Have strong attention to detail, and will be successful in prioritizing competing demands and meeting deadlines.

  • Have an aptitude for problem solving, decision-making, personnel management, organizing, and working on multiple projects.

  • Have good judgement and self-motivation.

  • Demonstrated experience in dealing with diverse groups of individuals and situations with a high degree of tact and diplomacy.

  • Will represent UIT and MSU to others in a professional and courteous manner.

    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

Number of Vacancies 1

Desired Start Date Upon successful completion of search

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on June 17, 2021; 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 (http://www.montana.edu/hr/dualcareer.html) .

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; recruitment@montana.edu .

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: http://www.montana.edu/hr/disability_accommodation/complaints_grievances.html (http://www.montana.edu/hr/disability_accommodation/complaints_grievances.html%20) .

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