Administrative Assistant to the Associate Dean for Clinical Education

Rocky Vista University in Billings, MT has an opening for an

Administrative Assistant to the Associate Dean of Clinical Education (Full-Time)

To be considered for this position applicants should submit a resume/cover letter and salary requirements on our Careers page at www.rvu.edu.

SALARY:

$20.00 - $22.75 per hour. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to skill, knowledge, experience, education, and credentials.

BENEFITS:

RVU offers a full benefits package that includes Health, Dental and Vision insurance, along with 2 weeks (minimum) accrued paid vacation days per year, 12 accrued sick days per year, personal days, 13 ½ paid holidays and 401(K) match up to 7% based on employee’s contribution. Join us in an environment where in-office work is the primary focus, complemented by hybrid work flexibility for eligible positions.

Commitment to Inclusive Excellence: We are Rocky Vista University (RVU), a diverse, equitable, and inclusive healthcare education university that recognizes, values, and respects the commonalities and differences reflected in our students, staff, faculty, and alumni. We strive to be compassionate healthcare educators and practitioners who embrace and champion inclusive excellence.

RVU is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

The Administrative Assistant provides comprehensive administrative support to the Associate Dean for Clinical Education and the Assistant Dean for Preclinical Education, Rocky Vista University College of Veterinary Medicine. This position will ensure efficient office operations, including managing schedules, coordinating meetings and travel, handling correspondence, maintaining confidential records, and providing support for teaching, curriculum, and clinical affiliate agreements. The position collaborates across the College, supports special projects, and upholds professionalism while addressing the diverse needs of faculty, staff, students, and visitors.

• Coordinate daily functions of the Office of the Associate and Assistant Deans performing a broad spectrum of administrative and secretarial duties; screens visitors and phone calls; and handles inquiries and requests for information as appropriate; maintains appointment calendar; reviews and/or coordinates mail and documents for signature, process Clinical Affiliate Agreements as required.
• Interact with faculty, staff, visitors, and students, providing direction and support on behalf of the Associate Dean as needed.
• Coordinate and attend meetings; prepare agendas, minutes, supporting documents and reports; and uphold the highest level of confidentiality and professionalism.
• Maintain the daily calendar for the Associate and Assistant Deans – schedule meetings and appointments; coordinate special events, as needed.
• Coordinate travel and hotel accommodations for the Associate and Assistant Deans.
• Provide technology assistance by troubleshooting basic software and hardware issues, supporting virtual meeting platforms, and managing digital tools
• Cross-coverage of administrative functions within the College of Veterinary medicine as necessary. Work cooperatively with others, especially the Executive Assistant to the Dean of the College.
• Provide administrative support related to teaching and curriculum for the Assistant Dean and other faculty as assigned. Support may include working within the Learning Management System, interactions with the Office of Testing, attendance, and other duties as assigned.
• Support and create related administrative systems, processes and policies as needed.
• Other duties may be assigned which might include project and committee assignments for the university.

• The ability to interact with faculty, staff and students in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Advanced level written and verbal communication skills, proficient decision-making ability and attention to detail are equally important.
• Ability to interact with staff, faculty and students on campus and in varied regional locations facilitated through virtual or in person meetings.
• Capable to work under pressure efficiently and with a high level of professionalism.
• Outstanding organizational and communication skills.
• Demonstrate proficient computer skills, specifically Microsoft Office Products (Word, Excel, Outlook, and PowerPoint), Adobe Pro and virtual meeting platforms (Zoom, Teams).
• Ability to discreetly handle confidential material.
• Ability to plan, organize and schedule office priorities.
• Ability to multi-task and problem solve with innovation.
• Work effectively in a team-based environment.
• Demonstrate effective time management skills and ability to meet deadlines.
• Ability to prepare and analyze documents, reports, and presentations.
• Attention to detail and quality of work essential.
• Ability to professionally write and edit emails, draft memos and other professional communications on behalf of the Associate and Assistant Deans.
• Exhibit appropriate objective decision-making and judgments, creativity in problem-solving, and work independently, when necessary, without supervision.

• Associate’s Degree from an accredited institution in a related field with demonstrated increasingly responsible administrative experience OR a combination of equivalent experience and training that provides the necessary knowledge, skills and abilities will also be considered.
• At least one (1) year of experience in an administrative support role that included customer service and general office operations.
• Experience with Microsoft Office: especially Outlook, Word, Excel.

• Experience with virtual meeting platforms i.e.: Zoom, Teams, WebEx, GoTo, or similar.
• Previous experience successfully creating and/or modifying processes.
• Experience and ability to interact professionally and collaboratively with leadership, faculty and administrators.