Assistant to Director

Position Overview

This position will support AHEC/MORH in conducting activities to align with the mission of the department by providing high-level administrative support to the Director while overseeing daily office operations to ensure an organized, efficient, and professional work environment. The role manages executive scheduling, travel, expense reconciliation, HR liaison responsibilities, recruitment coordination, event planning, and comprehensive administrative support to advance departmental effectiveness and compliance with University policies.

• Serve as Assistant to the Director, providing calendar management, email support, meeting coordination, and task follow-up.
• Arrange travel for the Director, including transportation, lodging, and itineraries.
• Process and reconcile travel and business expenses via Chrome River, ensuring accuracy and compliance with University financial policies.
• Manage day-to-day office operations to ensure a well-organized, efficient, and professional work environment.
• Order office supplies and equipment and coordinate with vendors to support operations.
• Schedule and coordinate office equipment maintenance, repairs, and service visits.
• Complete administrative tasks including filing, record‑keeping, and updating employee and office documentation.
• Schedule and support staff meetings and events, both in person and via Zoom or other virtual platforms.
• Plan and coordinate internal events such as retreats, trainings, and all‑staff gatherings.
• Provide general administrative support to staff and leadership as needed.
• Serve as the departmental HR Liaison, acting as the primary link between the team and University Human Resources to navigate personnel workflows and ensure departmental compliance.
• Facilitate the recruitment and hiring process for new employees, including coordinating recruitment searches, scheduling interviews, and ensuring staff have appropriate access to equipment and resources.

• Associate’s or Bachelor’s degree, or equivalent combination of education and relevant administrative experience.
• 5+ years of experience in office management, executive support, or administrative roles.
• Strong organizational and time‑management skills with the ability to prioritize competing deadlines.
• Demonstrated professional written and verbal communication skills.

• Experience supporting senior leadership or serving in an executive assistant role.
• Familiarity with Montana State University policies, procedures, systems, including Chrome River and Smart Buy.
• Experience coordinating travel, events, meetings, and calendar management on behalf of others.
• High proficiency with Microsoft Office, Zoom, and related administrative tools.
• Experience working in a public sector, nonprofit, or university‑affiliated organization.

• Effectively coordinate and prioritize a diverse workload to meet time‑sensitive deadlines.
• Demonstrate initiative and the ability to work independently across a wide range of tasks.
• Maintain a high level of discretion and professionalism when handling sensitive information.
• Communicate clearly, consistently, and professionally with internal and external stakeholders.
• Anticipate needs and proactively address issues before they arise.
• Stay organized and detail‑oriented in a fast‑paced, deadline‑driven environment.
• Build strong working relationships with leadership, staff, and external partners.
• Adapt easily to shifting priorities and changing demands.
• Take ownership of assigned responsibilities and follow through to completion.
• Contribute to a positive, supportive, and well‑functioning office culture.

This position is contingent upon continued grant funding.

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.

• Resume
• Cover Letter

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law. 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.