Executive Assistant to the Chancellor

Posted: 12/11/2020

The Chancellor, as Chief Executive Officer of the University, is responsible for the ultimate oversight of the University’s ability to provide and maintain outstanding academic programs and high-quality student services, assure fiscal responsibility, and extend services to the community and region. The Executive Assistant to the Chancellor is responsible for managing the Chancellor’s Office in an open, efficient, and professional manner. assisting the Chancellor in the accomplishment of the University's mission and goals and creating for all University constituents a source of willing, professional support of their responsibilities and educational goals.
The Executive Assistant to the Chancellor has the following areas or primary responsibilities:

  • Manages and supervises all details necessary for the efficient operation of the Chancellor’s office, including administrative, technical, communication, and fiscal responsibilities.
  • First point of contact for all visitors, via phone and in person, and providing requested information or routing calls to the appropriate individuals.
  • Maintains particularly close working contact with the Office of the
  • Commissioner of Higher Education, administrative office at MSU in Bozeman. the MSU Billings Foundation, and the offices of the Vice Chancellors and Institutional Development and Advancement on the MSUB  campuses. as well as ·frequent contact with the individuals form the Billings community.
  • Responsible for accuracy and professionalism of all written and oral communication.
  • Responsible for the collection. analysis. and reporting of budget information along with the recommendations to the Chancellor throughout the year and at year end.
  • Plans and coordinates special events and celebrations, hosted by the Office of the Chancellor.
  • Participates in the hiring. training, and supervision of other office support personnel including administrative suppm1 for the Chancellor’s office. as well as pmt time administrative support, and any graduate assistants or work study students hired to work in the Chancellor’s Office.
  • Gathers background information, prepares, and submits MSUI3 items for Board of Regents Agenda.
  • In response to Board of Regents Policy and Procedures. sets calendar for solicitation and collection of necessary information. conducts research when necessary, compiles data, and prepares report for timely submission.
  • Maintains adequate records and files, both paper and electronic.
  • Manages all incoming correspondence for the Chancellor’s office
  • Makes recommendations for computer equipment and software upgrades to meet changing needs of the office. Responsible for purchasing all supplies and materials.
  • Maintains current status of databases essential lo successful communication between the University and community members.
  • Will represent the Chancellor as needed.

Required Qualifications – Experience, Education, Knowledge & Skills
  • Bachelor’s Degree and 5 or more years in a higher-level Administrative Associate or Office Manager position OR an equivalent combination of education and experience
  • Excellent communication skills, both written and oral.
  • Effective supervisory and interpersonal skills.
  • Be self-motivated. detailed oriented and highly organized, with the ability to balance multiple tasks successfully.
  • Ability to maintain close. collaborative working relationships with entire University community.
  • Working knowledge of general office practices and procedures. including bookkeeping, filing practices. and telephone etiquette.
  • Understanding of the mission, goals, structure, and function of the University, its colleges, and departments,
  • Proficiency in computer use, including knowledge of Microsoft Outlook and calendaring; experience with Microsoft Word, Excel, and Access; Banner Finance Software, and other standard office software
  • Skilled in English grammar, punctuation, and document formatting.
  • Skilled in dealing with diverse populations.
  • Excellent accounting and budget management skills
  • Ability to listen and respond with the respect and understanding and a willingness to seek solutions.
  • Be able to work independently, manage time efficiently.
  • Ability to maintain composure under stress.
  • Ability to follow written and oral instructions.
  • Ability to maintain confidentiality of information.
  • Gather pertinent data and organize information in response to reporting requirements.
  • Ability to project a willingness to assist and to create a warm, professional atmosphere in the office.
  • Ability to plan events and coordinate projects relating plans to goals.
  • Work with interruptions while completing tasks in a timely fashion.
Preferred Qualifications – Experience, Education, Knowledge & Skills
  • College or University work experience and knowledge of state and university practices and procedures
  • Knowledge of Billings community and region