University Services Administrative Manager
Expired Job Description :University Services is searching for an experienced, reliable and task-oriented Administrative Manager to organize and manage the administration unit within the department.
Duties and Responsibilities
Perform the highest level administrative and office management duties in support of the Associate Vice President (AVP) of University Services, and provide support as needed to Campus Planning, Design and Construction, Engineering & Utilities, Facilities Services, Safety and Risk Management, and Budget.
Oversee the management of the AVP calendar and University Services Leadership calendars.
Oversee the management of support to boards and committees that University Services chairs or is responsible for, including scheduling, preparing agendas and packets, recommendation letters, meeting notes, and website management.
Communicate and interact regularly with university administration, faculty, staff, student, public, state, alumni, donors and friends of Montana State University.
Manage outgoing communications for the University Services Leadership, such as campus communications, presentations and other ad hoc requests.
Oversee special projects such as: Appreciation/Retention Program, Employee Recognition/Services Excellence Program, Owner Representative for Plew Building and miscellaneous projects for University Services.
Oversee the support of events coordination in various ways including preparation of materials, communication with stakeholders, speaker and vendors, confirmation of venue, equipment, catering, etc.
Oversee the management of travel coordination, including booking, as well as expense reconciliation and reimbursement.
Supervise 4 administrative positions (Administration Support, Contracts Administrator Reception/Key Desk and Administrative Dept. Services Recruitment).
Other duties as required.
Required Qualifications – Experience, Education, Knowledge & Skills
Bachelor’s degree in a related field and progressively responsible administrative/office management and excellent customer service experience or an equivalent combination of education and/or experience.
Demonstrated competence working efficiently under pressure and managing conflicting priorities, prioritizing multiple work assignments/projects and/or organizing and managing events, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
Demonstrated successful experience handling confidential information.
Demonstrated relevant experience within a complex, fast-paced professional office, including progressively responsible experience with a customer service focus.
Demonstrated experience dealing with diverse groups of individuals and situations with a high degree of tact and diplomacy.
Demonstrated competence in Microsoft Office software and standard office equipment.
Preferred Qualifications – Experience, Education, Knowledge & Skills
Knowledge of MSU procedures and policies or previous experience working in a higher education setting.
Previous experience working in facilities maintenance and/or construction arena.
Successful experience hiring, training and supervising employees.
The Successful Candidate Will
Able to exercise sound judgment and establish effective relationships with all levels of the organization.
Demonstrate an aptitude for problem solving and facilitating the work of others.
Be flexible and work productively as a member of a team.
Be confident and competent in oral communications with fellow employees and the public in person, over the telephone and electronically.
Have refined organizational and time management skills.
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? Yes
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 July 17, 2023 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.
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: https://www.montana.edu/hr/recruitment/dualcareer.html
Last Date For Apply: 2023-10-04 00:00:00 Job Type : FULL_TIME, Employment Type : FULL_TIMEExpiredDuties and Responsibilities
Perform the highest level administrative and office management duties in support of the Associate Vice President (AVP) of University Services, and provide support as needed to Campus Planning, Design and Construction, Engineering & Utilities, Facilities Services, Safety and Risk Management, and Budget.
Oversee the management of the AVP calendar and University Services Leadership calendars.
Oversee the management of support to boards and committees that University Services chairs or is responsible for, including scheduling, preparing agendas and packets, recommendation letters, meeting notes, and website management.
Communicate and interact regularly with university administration, faculty, staff, student, public, state, alumni, donors and friends of Montana State University.
Manage outgoing communications for the University Services Leadership, such as campus communications, presentations and other ad hoc requests.
Oversee special projects such as: Appreciation/Retention Program, Employee Recognition/Services Excellence Program, Owner Representative for Plew Building and miscellaneous projects for University Services.
Oversee the support of events coordination in various ways including preparation of materials, communication with stakeholders, speaker and vendors, confirmation of venue, equipment, catering, etc.
Oversee the management of travel coordination, including booking, as well as expense reconciliation and reimbursement.
Supervise 4 administrative positions (Administration Support, Contracts Administrator Reception/Key Desk and Administrative Dept. Services Recruitment).
Other duties as required.
Required Qualifications – Experience, Education, Knowledge & Skills
Bachelor’s degree in a related field and progressively responsible administrative/office management and excellent customer service experience or an equivalent combination of education and/or experience.
Demonstrated competence working efficiently under pressure and managing conflicting priorities, prioritizing multiple work assignments/projects and/or organizing and managing events, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
Demonstrated successful experience handling confidential information.
Demonstrated relevant experience within a complex, fast-paced professional office, including progressively responsible experience with a customer service focus.
Demonstrated experience dealing with diverse groups of individuals and situations with a high degree of tact and diplomacy.
Demonstrated competence in Microsoft Office software and standard office equipment.
Preferred Qualifications – Experience, Education, Knowledge & Skills
Knowledge of MSU procedures and policies or previous experience working in a higher education setting.
Previous experience working in facilities maintenance and/or construction arena.
Successful experience hiring, training and supervising employees.
The Successful Candidate Will
Able to exercise sound judgment and establish effective relationships with all levels of the organization.
Demonstrate an aptitude for problem solving and facilitating the work of others.
Be flexible and work productively as a member of a team.
Be confident and competent in oral communications with fellow employees and the public in person, over the telephone and electronically.
Have refined organizational and time management skills.
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? Yes
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 July 17, 2023 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.
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: https://www.montana.edu/hr/recruitment/dualcareer.html
