Position Details Position Information

Announcement Number STAFF - VA - 25156 For questions regarding this position, please contact: Heidi Gagnon
(406) 994-4361
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, All Staff Council, University Data and Analytics, and selected sub-units of VPAF division. If you enjoy providing exceptional customer service to a variety of people, are motivated and organized, and thrive in an environment where priorities change frequently, we want to hear from you! Position Number 4M1019 Department VP Administration Division Administration 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 Starting $24.04 per hour, commensurate with experience, education, and qualifications. 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.

University Data and Analytics 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. UDA conducts studies that describe, analyze, and evaluate the operations and outcomes of the University and maintains and shares data on institutional trends. UDA 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 to several managers and teams. This role requires exceptional multitasking abilities, strong communication skills, and a keen attention to detail to ensure smooth operations and effective time management for the various areas this position supports. 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 several Directors and managers within A&F, UDA, and ASC. 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 coordinate financial functions for Administration and Finance office, UDA, and ASC and subunits/indexes in support of accounting processes. Serve as account manager for Chrome River (purchasing card transactions), and accounts payable actions, ensuring 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. Create and process various types of appointments for staff, new employee forms and departmental on-boarding and off-boarding process for newly hired or departing employees. Provide support during job searches, coordinate logistics.
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 UDA. 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 experience in an environment which required successfully 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 reading and interpreting financial reports, communicating financial information to others, and keeping detailed and organized fiscal records. Demonstrated competence using standard workplace software, especially spreadsheets, word processing, and presentations. 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. Ability to maintain confidentiality and handle sensitive information professionally. 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, UDA, and ASC 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 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 Upon completion of a successful search. Position End Date (if temporary) Open Date Close Date Applications will be: Screening of applicants will be on a continual basis until the position is filled. Special Instructions 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. Applicant Documents Required Documents Resume Cover Letter Optional Documents Supplemental Questions

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