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Job Information

Montana State University Business Operations Manager (Administrative Associate IV) in Bozeman, Montana

Position Details

Announcement Number STAFF - VA - 22108

For questions regarding this position, please contact:

Jody Barney

jody.barney@montana.edu

Classification Title Admin Assoc IV

Working Title Business Operations Manager (Administrative Associate IV)

Brief Position Overview

The Administrative Associate IV (Business Operations Manager) provides high-level administrative and management support to the operation of the Department of Research Centers ( DRC ) as part of the College of Agriculture ( COA )/Montana Agricultural Experiment Station ( MAES ). This position is the central support for the seven off-campus research centers and includes assisting the Department Head in all executive assistant capacities, providing fiscal review and budget oversight for central departmental funds; coordinating events; and administering the day-to-day operations of the department.

Position Number 4M1890

Department AES Research Center Administration

Division College of Agriculture/MAES

Appointment Type Classified

Contract Term Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA Non-Exempt

Union Affiliation Exempt from Collective Bargaining

FTE .75 - 1.0

Benefits Eligible Eligible

Salary Minimum of $20.49 per hour, commensurate with experience, education, and qualifications

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

General Statement

Through a network of seven research centers place strategically across Montana, in addition to the central Bozeman campus at Montana State University, MAES represents the on-the-ground agricultural research profile for Montana’s agriculture and natural resource economies. MAES research spans the areas of animal health, food safety, agricultural economics, plant sciences, natural resources, and pest management.

Duties and Responsibilities

  • Constantly prioritize and manage multiple projects with differing deadlines

  • Communicate effectively to a diverse audience

  • Format raw data (technical and financial) into professional-level presentations or reports

  • Respond on behalf of the Department Head (DH) to any number of inquiries

  • Understand and process complex personnel records

  • Approve payments to vendors

  • Oversee the work processes of seven administrative assistants spread over the state

  • Monitor the departmental budgets which includes activity from each of the seven research centers, which are managed on a day-to-day basis by others

  • Coordinate the annual budget process for the department and assist individuals as needed

  • Identify shortcomings within a process and implement changes to improve the quality of the product.

  • Follow up on any and all unusual requests

  • Serve as the liaison between the Department and the MAES Director’s Office

  • Coordinate closely with the Budget and Fiscal Director, Fiscal Shared Services, the HR Business Partner, Office of Sponsored Programs, University Business Services, etc

  • Be a cohesive member of the DRC

  • Coordinate faculty reporting and evaluations

  • Produce and distribute the departmental newsletter

  • Communicate updates and changes to procedures as needed

  • Train new administrative associates

  • Handle confidential information with discretion and sensitivity

  • Successfully organize special events

    Required Qualifications – Experience, Education, Knowledge & Skills

  • Progressively responsible administrative/office management experience.

  • Experience relaying complex information effectively to various constituents.

  • Demonstrated success in organizing and managing large events.

  • Experience prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.

  • Demonstrated competence in Microsoft Office software.

    Preferred Qualifications – Experience, Education, Knowledge & Skills

  1. Knowledge of State and University accounting and administrative regulations, practices, and procedures.

  2. Demonstrated leadership experience.

    The Successful Candidate Will

The successful candidate will have: the ability to establish and maintain cooperative working relationships with various constituencies; the ability to thrive in an open-door environment; excellent communication and interpersonal skills; flexibility in adapting to different situations; the ability to accomplish many dissimilar tasks in a fast-paced environment while maintaining a pleasant demeanor; strong organizational and time management skills; attention to detail, to meeting deadlines, and to prioritizing competing demands; an aptitude for problem solving and facilitating the work of others; good judgment and self-motivation; skill at prioritizing, organizing, and working on multiple projects; demonstrated capacity for leadership; successful experience training and mentoring employees; the ability to maintain confidentiality of records and information; and the ability to represent MSU to others in a professional and courteous manner.

Position Special Requirements/Additional Information

  1. In accordance with MSU policy, hiring will be conditional upon successful completion of a pre-employment background check.

  2. This position will require infrequent in-state travel. Must possess (or have the ability to obtain) a current State of Montana Driver’s License and possess an acceptable driving record.

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

Normal office work environment.

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? No

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 7, 2022; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

Diversity Statement

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples (http://www.montana.edu/hr/dualcareer.html) .

Montana State University is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of an individual’s race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran’s status, sex, age, political ideas, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. To request an accommodation, contact the Human Resources Office, PO Box 172520, Montana State University, Bozeman MT 59717-2520; 406-994-3651; recruitment@montana.edu .

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.

MSU ’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: http://www.montana.edu/hr/disability_accommodation/complaints_grievances.html (http://www.montana.edu/hr/disability_accommodation/complaints_grievances.html%20) .

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