Administrative Assistant

Rocky Vista University•Billings, MT

14h•Hybrid

About The Position

The Administrative Assistant serves as a key member of the administrative team within the Rocky Vista University College of Veterinary Medicine, providing comprehensive support to the Associate and Assistant Deans for the DVM program. This role contributes to the efficient operation of the Dean’s office by coordinating schedules, organizing meetings and travel, managing correspondence, and maintaining confidential records. The position supports academic, curricular, and clinical initiatives, including assistance with teaching activities and coordination of clinical affiliate agreements and clinical affiliate relationships. Working collaboratively across the College, the Administrative Assistant supports team-based priorities, assists with special projects, and upholds a high standard of professionalism while addressing the diverse needs of faculty, staff, students, and visitors.

Requirements

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.

Nice To Haves

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.

Responsibilities

Support the daily operations of the Office of the Associate and Assistant Deans as a member of the administrative team, performing a broad range of administrative duties; respond to inquiries, triage communications, and provide information to faculty, staff, students, and visitors in a professional manner.
Coordinate calendars and scheduling for the Associate and Assistant Deans, including meetings, appointments, and events, ensuring efficient use of time and alignment with departmental priorities.
Coordinate, organize, and support meetings by preparing agendas, compiling materials, recording minutes, and following up on action items while maintaining a high level of confidentiality and professionalism.
Manage correspondence and documentation, including reviewing materials for completeness and coordinating routing for approval and signature.
Arrange travel and lodging accommodations for CVM personnel and visitors in accordance with university policies.
Provide administrative support for academic, curricular, and clinical initiatives, including assistance with teaching activities, use of the Learning Management System, coordination with the Office of Testing, and support for clinical affiliate agreements and clinical affiliate relationships.
Provide basic technology support, including troubleshooting routine software and hardware issues, assisting with virtual meeting platforms, and supporting the use of digital tools.
Contribute to the development and improvement of administrative systems, workflows, and processes to enhance efficiency and consistency.
Receive and prioritize work assignments, ensuring alignment with team goals and institutional priorities.
Provide support for special projects, committees, and events within the College and University, as assigned.
Perform other duties as assigned.