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Job Information

Business Operations Manager in Bozeman, Montana

Position Details

Position Information

Announcement Number STAFF - VA - 23130

For questions regarding this position, please contact:

Heidi Gagnon

406-994-6600

hgagnon@montana.edu

Classification Title Admin Assoc IV

Working Title Business Operations Manager

Brief Position Overview

The Business Operations Manager provides high level administrative and operational support to the VP Admin and Finance Office, Office of Planning and Analysis, and selected sub-units of VPAF division. In an environment where priorities change frequently, one must be flexible, accommodating and able to handle frequent interruptions while providing courteous and professional service.

Position Number 4M1019

Department VP Administration

Division Office of VP for Administration & Finance

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 1.0

Benefits Eligible Eligible

Salary $20.49 per hour, commensurate with experience, education and qualifications. Rate of pay will be determined by the staff compensation plan. For questions, contact recruitment@montana.edu.

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement

The Administration and Finance Division is committed to provide support services for Montana State University through leadership, management and stewardship of fiscal, human and physical resources to advance MSU’s capacity to support excellence in teaching, learning, and outreach, with a focus on quality, access, and innovation.

The Office of Planning and Analysis supports the University’s leaders and strategic planning processes by providing objective, accurate, and timely information, analysis, and advice to inform decision-making and resource allocation processes. OPA conducts studies that describe, analyze, and evaluate the operations and outcomes of the University and maintains and shares data on institutional trends. OPA staff are committed to continuous learning and improvement.

The person in this position is an integral part of the office operations, providing crucial support and excellent customer service. Opportunities are available to learn other aspects of the operation to motivated persons while providing support in other areas.

Duties and Responsibilities

Front Office and Executive Administrative Support:

  • Provide exceptional customer service to faculty, students, staff and community members, represent the offices in a knowledgeable and professional manner as the point person for general inquiries.

  • Provide administrative support to the Assistant to the VP, Director of OPA , Assistant VP for Financial Services, University Budget Director, and Employee and Labor Relations Directors.

  • Support day-to-day operations of the offices: schedule meetings requiring the coordination of multiple, executive-level calendars, and securing various logistics, purchase office supplies, liaise with other offices and services.

  • Coordinate travel for staff, arrange for travel (air, hotel, car, etc.).

  • Work closely with the Assistant to the VPAF on high level, public documents.

  • Manage A&F student workers, planning schedules, providing guidance and assuring execution of office tasks.

Fiscal Liaison:

  • Serve as departmental liaison with Fiscal Shared Services to perform the centralized accounting functions for Administration and Finance office and subunits/indexes.

  • Serve as account manager for Chrome River (purchasing card transactions), payments/ BPA , ensure documentation and compliance of transactions.

  • Complete Travel Authorizations and Expense Vouchers with appropriate approvals and documentation/receipts to ensure timely reimbursement.

  • Calculate and invoice users for building copier charges, submit X-feed charges into Banner and reconcile index monthly.

HR Liaison:

  • Serve as departmental liaison with HR Service Center to perform centralized personnel actions and processing functions related to hiring and payroll issues.

  • Provide support during job searches, coordinate logistics.

  • Create and process various types of appointments for staff, new employee forms and departmental on-boarding and off-boarding process for newly hired or terminated employees.

Business Operations Management:

  • Work closely with the Assistant to the VP of Administration and Finance to facilitate overall operations.

  • Maintain a detailed inventory of all capital, minor and sensitive equipment for A&F, Budget Office and OPA .

  • Manage the Office Equipment Replacement Program: allocate funds, monitor and reconcile expenditures for compliance, and project future funding needs.

  • Serve as Building Supervisor and Emergency Coordinator for Montana Hall. Create emergency response plan and train building wardens. Manage key assignments for Montana Hall.

  • Manage operation of photocopier, printers and commercial shredder for building users. Negotiate and arrange for procurement/leases of equipment and maintenance contracts.

Program Coordination:

  • Provide program support for Budget Council, Planning Council and All Staff Council by coordinating meetings and related logistics. Prepare and distribute meeting materials, attend assigned meetings and prepare minutes.

Webpage Development and Maintenance:

  • Design, update, and maintain web pages for university compliance requirements and public information; create and maintain accessibility standards.

  • Serve as liaison with University Web Support/Communications.

Event Planning:

  • Coordinate and arrange logistics for meetings, webinars, and other events

  • Support program execution for department or university-wide events or programs, working in collaboration with other staff.

    Required Qualifications – Experience, Education, Knowledge & Skills

  • Progressively responsible administrative/office management experience, or an equivalent combination of relevant education and experience.

  • Demonstrated administrative management experience in an environment which requires time management skills supporting multiple people with numerous interruptions and/or frequent changes in priorities.

  • Demonstrated excellent communication skills with competence in interpreting and explaining detailed information, both verbally and in writing, to a variety of constituents.

  • Demonstrated competence managing fiscal and budget transactions and communicating complex information effectively to various constituents (student, staff, faculty, executives).

  • Demonstrated competence using standard workplace software, especially spreadsheets, word processing, presentation, and webpage creation and maintenance.

    Preferred Qualifications – Experience, Education, Knowledge & Skills

  • Bachelors degree from an accredited university or college.

  • Advanced proficiency in Microsoft Word and Excel, with experience formatting professional documents, creating attractive publications (e.g., newsletters, marketing materials) and/or utilizing mail merge functionality.

  • Administrative experience supporting or interfacing with executive-level personnel.

  • Demonstrated experience in web maintenance content development and support

    The Successful Candidate Will

  • Ability to establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty.

  • Excellent communication and interpersonal skills.

  • Strong organizational and time management skills.

  • Attention to detail, to meeting deadlines, and to prioritizing competing demands.

  • Aptitude for problem solving and facilitating the work of others.

  • Good judgment and self-motivation.

  • Skill at prioritizing, organizing, and working on multiple projects, including organizing, coordinating and managing events.

  • Represent the Office of VP Admin and Finance, OPA and units to others in a professional and courteous manner.

    Position Special Requirements/Additional Information

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.

Physical Demands

Normal office work environment.

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.

This position has supervisory duties? No

Posting Detail Information

Number of Vacancies 1

Desired Start Date

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on November 3rd, 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.

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: https://www.montana.edu/hr/recruitment/dualcareer.html

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