Assistant to the Director

Position Details

Position Information

Announcement Number STAFF - VA - 26341

For questions regarding this position, please contact:

Rachel Norris

rachel.norris

Classification Title Admin Assoc IV Working Title Assistant to the Director Brief 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. This 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.

Position Number 4M1590 Department Montana AHEC/Rural Health Division College of Nursing Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation FOCUS-MFPE FTE 1.0 Benefits Eligible Eligible Salary $20.49 - $25.61 hourly, commensurate with experience, education, and qualifications Contract Type Classified Salary If other, please specify Recruitment Type Open

The Montana Office of Rural Health and Area Health Education Center (MORH/AHEC) is dedicated to strengthening healthcare across Montana. We work as a unified force to address the unique healthcare challenges facing our state. These foundational investments enable us to pursue additional funding, expand our reach, and ensure rural communities have access to the healthcare training and support they need.

• 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…