Executive Assistant and Office Manager Office of the Provost and Executive Vice President

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**MEMBERS ONLY**SIGN UP NOW***. invites applicants to apply to become the Executive Assistant and Office Manager in the Office of the Provost and Executive Vice President (PEVP). The individual in this position will serve a crucial role in the office and will be a key partner to the Provost in ensuring positive partnerships with the campus community. The person in this position will work to advance the prioritized interests and objectives of the Provost. This individual will oversee communications for the PEVP, manage the Office of the PEVP, and provide support and leadership on special projects aligned with the Provost’s priorities.
Responsibilities
The Executive Assistant and Office Manager works with a high degree of independence, decision-making and initiative in performing complex tasks associated with the administration and operation of the Office of the Provost and Executive Vice President. The position serves as the main point of contact for the office and interacts with external and internal stakeholders.
Reporting directly to the Provost and Executive Vice President (PEVP), this position:
Serve as the primary contact and representative of the Provost to a highly diverse set of internal and external stakeholders
Manage calendaring for the Provost, including the administration of meetings, invitations, and other events (includes making determinations regarding scheduling priorities, providing confirmation of attendance when applicable, gathering vital information about event/meeting logistics, and tactfully managing scheduling conflicts and prioritization)
Negotiate and manage the needs of individuals and groups requesting time with the Provost, often working independently to commit the Provost’s time in a manner that advances the priorities of the office
Manage Office of the PEVP communications:
Plan, compose, edit, and manage distribution of various communications—recurring and ad hoc—from the Provost to internal and external stakeholders (emails, memos, letters, etc.)
Partner with the Office of the President and with Marketing and Communications to ensure alignment on internal and external communications
Collaborate and partner with Office of the Provost staff to ensure seamless internal communication and alignment of office expectations and priorities
Accurately represent the provost's position to internal and external constituencies
Provide direct oversight of the provost's communications, ensuring a coordinated and well-developed academic communication strategy
Ensure consistent, recurring, and timely communication between the Provost and the Academic Officers as well as strong communication channels between the Provost and the Academic Deans
Provide strategic insight and follow through on PEVP and university-wide initiatives:
Proactively identify information that has the potential to be impactful/harmful and elevate issues to the attention of the provost, along with options for resolution in a timely manner
Ensure the provost is well prepared for meetings and other internal and external activities
Attend meetings with the Provost when appropriate to provide consistent recording keeping and to prompt follow up action with accountable parties
Manage the Office of the PEVP
Manage front-office functions, including phone, email, and in person contacts
Manage student workers who support front-office functions
Provide general oversight of the activities of the Office of the Provost. Exercise independent analysis and judgment in prioritizing situations requiring attention and take steps to ensure strategic and operational priorities progress in a timely fashion.
Demonstrate strong organizational and interpersonal savvy, as well as emotional intelligence, in order to manage flow of issues, projects and problems within the office and the provost's portfolio
Work closely with Vice Provosts and leaders in administrative units to advance the priorities of the institution in a coordinated manner
Oversee hiring of student workers and office staff
Liaise with President’s Office and other university offices on events
Other projects and related functions as assigned
**MEMBERS ONLY**SIGN UP NOW***. is an Affirmative Action/Equal Opportunity employer and has a strong institutional commitment to the principle of diversity in all areas. In that spirit, we are particularly interested in receiving applications from a broad spectrum of qualified people who would assist the University in demonstrating its five priorities for action
: Place student success at the center of all we do; drive excellence and innovation in teaching, learning, and research; embody the principle of “mission first, people always; partner with place; and proudly tell the UM story.
Position Details
Position is full-time, 1.0 FTE, MUS Contract and includes a comprehensive and competitive benefits package
including Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.
Salary range for this position is $75,000-$85,000 per year, commensurate with qualifications.
This position reports to the Provost and Executive Vice President.
Required Qualifications
Bachelor’s degree plus five (5) years of experience
Ability to maintain strict confidentiality and extreme discretion in frequently working with highly sensitive, proprietary information
Highly developed verbal, written, and interpersonal communications skills; including an acute emotional intelligence
Ability to perform complex tasks while often having to prioritize multiple projects
Sound and strategic judgement necessary to make critical administrative and procedural decisions
Leadership skills, and the ability to oversee and guide complex, challenging tasks
Ability to cultivate and maintain strong working relationships with a wide-ranging, group of individuals and entities
Ability to organize, prioritize, and schedule work projects for self and others
Demonstrated commitment to diversity and the success of University students
Ability to engage and inspire to build a network of partners and supporters
Team-oriented and open to ideas and input from colleagues
Ability to facilitate effective meetings and collaborative processes
Ability to thoughtfully manage conflict
Preferred Qualifications
Master’s degree
Experience working within a higher education setting
About UM
and the Office of the Provost and Executive Vice President
**MEMBERS ONLY**SIGN UP NOW***. capitalizes on its unique strengths to create knowledge, provide an active learning environment for students, and offer programs and services responsive to the needs of Montanans. The University delivers education and training on its four campuses and to sites inside and outside of Montana.
The University’s Provost and Executive Vice President serves as the chief academic officer for **MEMBERS ONLY**SIGN UP NOW***.. The provost's most important duty is oversight of the academic and student support operations of the University to ensure that UM continues to pursue academic excellence and a holistic approach to student success.
**MEMBERS ONLY**SIGN UP NOW***. is a unit of the Montana University System with more than 10,000 undergraduate and graduate students and 500 full-time faculty members. It is located in Missoula, a culturally vibrant community of about 70,000, surrounded by mountain grandeur which was recently ranked in the “ top 20 best college towns with a population of less than 250,000
” by the American Institute for Economic Research and ranked 9
th
in Outside Magazine’s “ The 16 Greatest Places to Live in America
” in 2014. Many national publications recognize Missoula for its high quality of life
. Abundant recreational opportunities in surrounding state and national forests and nearby Glacier National Park and Yellowstone National Park complement a thriving intellectual atmosphere.
To learn more about **MEMBERS ONLY**SIGN UP NOW***., Missoula, and the State of Montana, please visit the links below.
University of Montana
City of Missoula
Destination Missoula
Video: There's This Place
Missoula Area Chamber of Commerce
State of Montana
Visit Montana
Criminal Background Investigation is required prior to Offer of Employment.
In accordance with University policy, finalists for this position will be subject to criminal background investigations.
ADA/EOE/AA/Veteran's Preference.
Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law.
References
*References not listed on the application materials may be contacted; notice may be provided to the applicant.
Testing
Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to essential job functions.
E mployment Eligibility.
All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).

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