Assistant to the AVP of Student Wellness

The AVP of Student Wellness (SW) oversees the three departments within SW (Campus Recreation, Counseling and Psychological Services, Student Health Services) as well as core SW services including health promotion programs. The new 165,000 square foot Student Wellness Center is a hub of campus activity, and the entire team is committed to our vision of creating a thriving campus culture of health and wellbeing.

The Assistant to the AVP is a critical partner in all SW efforts. We are seeking a skilled administrative professional to join our team and bring strong organizational skills to our work.

Duties and Responsibilities

• Perform the highest level administrative and office management duties in support of the AVP of SW and additional support to other core SW administrative areas including Facilities and Operations, Budget and Finance, Marketing, and health promotion programs.
• Oversee and manage the AVP's calendar and schedule.
• Oversee the management and scheduling of core SW committees and other committees chaired by SW leadership.
• Lead event coordination for SW enterprise events including materials preparation, room reservations, catering, equipment, and all other details.
• Oversee professional travel coordination for the SW core administrative office.
• Develop and oversee enterprise SW recruitment and onboarding procedures in conjunction with Department Business Operations Managers.
• Manage payroll, reconciliation, and general HR processes for the SW administrative areas and maintain detailed records in accordance with departmental and University record retention policies.
• Oversee all procurement, contract management, and adjacent processes for all areas of SW in alignment with university policies.
• Office management of SW administrative office including hiring and supervision of student staff and coordinating front desk coverage in the absence of student workers.
• Develop and align SW-wide business processes.
• Create, maintain, and oversee SW common documents including manuals, procedures, and other relevant records.
• Serve as liaison to Fiscal Shared Services and HRBP for the AVP, SW Director of Budget and Finance, and SW Director of Facilities and Operations, and other SW program staff.
• Organize and prioritize critical issues and required information for the AVP to facilitate efficient decision making, minimizing conflicts and potential risks.
• Assist with program evaluation and data analysis for SW assessment processes.
• Assist with AVP and Marketing/Comms staff to assemble graphs and other assets to tell the SW story for professional reporting.

Required Qualifications – Experience, Education, Knowledge & Skills

• A Bachelor's Degree or progressively responsible administrative/office management experience,or an equivalent combination of relevant education and experience.

• Significant, progressively responsible administrative work experience in a busy office setting providing high-level administrative support, including calendar management.

• Demonstrated experience communicating complex information in an effective, professional, positive, accurate, and friendly manner while providing appropriate responses to questions or inquiries.

• Demonstrate proficiency using different software programs and systems including Microsoft Office (Teams, OneDrive, SharePoint, Outlook, Excel, Word) and Adobe.

• Demonstrated experience developing and maintaining detailed and accurate record keeping systems.

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Knowledge of MSU procedures and policies or previous experience working in a higher education setting.

• Demonstrated organizational, analytical, and critical thinking skills.

• Experience with procurement and contracting processes.

The Successful Candidate Will

• Effectively coordinate and prioritize workload to meet time-sensitive deadlines.
• Demonstrate initiative and ability to work independently on a wide variety of tasks.
• Consistently demonstrate professional written and verbal communication skills.
• Have excitement and enthusiasm to work with student employees and be invested in their development.
• Possess excellent interpersonal skills and abilities to build and maintain positive working relationships within the department, University, and community
• Model professional and ethical behavior with a high level of integrity
• Seek opportunities to enhance the overall operations of the Student Wellness Center with intentional interdepartmental collaboration and the development and implementation of integrated operations processes.

Position Special Requirements/Additional Information

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University's rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands

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.

This position has supervisory duties?

Yes

Posting Detail Information

Number of Vacancies

1

Desired Start Date

Upon completion of a successful search.

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on January 5, 2026 ; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

This position is not eligible for new sponsorship.

EEO Statement

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. To claim veteran's preference, please complete the veteran's preference information located in the Demographics section of your profile.