Job Description

Position Information

Announcement Number STAFF - VA - 24038
For questions regarding this position, please contact:

Mary Klotter at or 406-994-7363
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 Dean\'s Office and departments within the College of Education, Health and Human Development (EHHD): Education, Human Development & Community Health, Counseling, and Food Systems, Nutrition & Kinesiology. The person in this position provides assistance and administrative support to Department Heads as assigned and appropriate. As part of the EHHD BOM Team, the person in this position reports to the EHHD College Operations Manager.
Position Number 4M1979
Department Health & Human Development
Division College of Education, Health & Human Development
Appointment Type Classified
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA Non-Exempt
Union Affiliation FOCUS-MFPE
FTE 1.0
Benefits Eligible Eligible
Salary Starting hourly rate of $23.49 per hour, commensurate with experience, education, and qualifications. The 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 mission of the College of Education, Health and Human Development (EHHD) is to prepare highly qualified professionals through exemplary programs, advance knowledge about education, health, and human development, and serve the people of Montana and the nation through outreach and practical application of its expertise.
Our College is home to a wide variety of programs that fulfill Montana\'s land grant mission of providing services to the people of Montana and beyond.

• We train teachers for elementary and secondary classrooms.
• We support grandparents who are raising their grandchildren.
• We partner with leaders on Native American reservations to advance wellness and improve education for children and adults.
• We educate families on healthy nutrition and physical activities choices.

Under direct supervision of the College Operations Manager, the Business Operations Manager provides high-level administrative and operational support to departments within the College of Education, Health and Human Development (EHHD). The person in this position may also act as an executive assistant and support Department Heads across the following departments: Education, Human Development & Community Health, Counseling, and Food Systems, Nutrition & Kinesiology. As this position is located at the Dean\'s Office, the person in this position is a critical team member for the administrative and fiscal operations of the Dean\'s Office for the entire College and provides overall support to students, faculty and staff in realizing the educational and research mission of the College. This includes but is not limited to assisting the Department Heads within the College, providing fiscal coordination and budget management for department funds, including monitoring expenditures, managing compensation and workload data, coordinating payroll reconciliation, performing analyses, providing budget projections, and reallocating resources when necessary.
Duties and Responsibilities

Fiscal Liaison

• Coordinates with the Budget & Fiscal Manager on budgets within the College that are reconciled and managed on day-to-day basis, including main salaries and operations.
• In close cooperation with the College Operation Manager, coordinates payroll reconciliation, accounting, and budgeting functions for EHHD\'s departments as appropriate.
• Prepares budget for graduate student programs, graders, and all events, including conferences and/or student field trips.
• Serves as liaison with Fiscal Services for the centralized accounting services, University Business Services and Procurement Services as appropriate.

HR Liaison

• Serves as the first contact person for hiring and payroll issues.
• Creates and processes various types of appointments for faculty (tenure track and non-tenure track), staff, graduate, and undergraduate students.
• Processes tax forms and all required new employee forms, conducts pre-payroll audits and payroll reconciliation, and submits EPAFs (Electronic Pay Authorization Forms).
• Performs payroll reconciliations as appropriate, troubleshoots discrepancies and resolves errors if any.
• Serves as the first point of contact and liaison with the HR Service Center and communicates with EHHD\'s HR Business Partner as appropriate.
• May act as a Search Manager for EHHD\'s faculty and staff searches, oversee applicant pools, and coordinate the recruitment and selection process through Applicant Tracking System. Works with others on selection and hiring logistics.

Executive Assistant to the Department Heads

• Works closely with Department Heads to facilitate overall operations.
• Provides departmental and program data and implements decisions.
• Schedules appointments for the Department Head with students, staff, and faculty.
• Organizes and coordinates meetings, preparing necessary materials and/or delegating tasks as appropriate.
• Researches, resolves problems, and gathers facts and data to make informed decisions or provides information and recommendations to the Department Heads.
• Works on special projects as assigned by Department Heads, the Dean and/or the Assistant Dean and serves on committees as appropriate.
• Develops departmental forms/letters as assigned and appropriate (e.g., MOUs, letters of hire etc.)

Operations

• As a part of the Dean\'s Office reception staff, exhibits service excellence to students, faculty and staff.
• Takes the lead or contributes to projects as appropriate.
• Coordinates the daily functions, workloads, and services of the Departments\' operations.
• Provides first point of contact for departmental and College inquiries; responds to students, faculty, and public requests regarding departmental programs and application requirements and directs them to appropriate information sources. Answers department phone questions; forwards phone messages; responds to inquiries.
• Provide students and faculty with forms and information regarding department/university policies.
• Interface with campus departments such as Registrar, Office of Admissions, Graduate School, Office of Financial Aid Services, Office of International Programs, Office of Sponsored Programs, Office of the Provost, University Information Technology, Library, etc.
• Performs other duties as assigned.

Required Qualifications - Experience, Education, Knowledge & Skills * Progressively responsible administrative/office management experience with an emphasis on human resources or fiscal management or an equivalent combination of relevant education and experience.

• Demonstrated competence in managing and maintaining records with a high degree of accuracy and close attention to detail, generating multiple reports and communicating complex information effectively to various constituents (students, staff, faculty, executives).
• Demonstrated effective communication and excellent customer service skills for a diverse group of internal and external constituents.
• Demonstrated competence in prioritizing multiple work assignments/projects and/or organizing and managing events, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
• Demonstrated competence using personal computers and various software such as word processing, spreadsheets, database, website, presentations, email and Internet. Microsoft Office software is preferred.

Preferred Qualifications - Experience, Education, Knowledge & Skills * Bachelor\'s degree.

• Advanced skills in Excel and database management.
• Knowledge of MSU procedures and policies or previous experience working in an academic department in a higher education setting.

The Successful Candidate Will

• Thrive in an \xe2\x80\x9copen door\xe2\x80\x9d environment and be able to establish and maintain accessibility and maintain productive and positive working relationships with various constituencies, including students, administrators, co-workers, and faculty.
• Demonstrate excellent written and in-person communication skills and interpersonal skills with the ability to articulate detailed information and policies both verbally and in writing to a wide variety of constituents.
• Strong organizational, prioritizing and time management skills. Ability to accomplish many dissimilar tasks in a highly demanding environment while maintaining a pleasant demeanor.
• Demonstrate competence in organizing complex workloads, meeting deadlines, adapting to changing priorities and working on multiple projects.
• Demonstrate self-motivation, good judgment and ability to independently follow through on tasks and projects to completion and work independently and effectively under minimum supervision.
• Ability to perform detailed work with a high degree of accuracy.
• Ability to identify shortcomings within a process and implement changes to improve the quality of the product.
• Ability to synthesize several directives and points of view into one perspective.
• Aptitude for problem-solving and facilitating the work of others.
• Ability to manage sensitive situations and complex and confidential information with discretion by applying strong analytical skills and good judgment.
• Appreciation for diverse constituencies, including the broader public.
• Represent the Dean\'s Office and College of Education, Health and Human Development (EHHD) and MSU to others in a professional and courteous manner.

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? 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 applications will begin on August 16, 2023; 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:

Applicant Documents

Required Documents * Resume

• Cover Letter

Optional Documents

Montana State University