Job Information
Montana State University Business Operations Manager (Administrative Associate IV) in Bozeman, Montana
Position Details
Position Information
Announcement Number STAFF - VA - 25070
For questions regarding this position, please contact:
Emi Smith
emi.smith@montana.edu
406-265-6115
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 4N1890
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 FOCUS-MFPE
FTE 0.6 -1.0
Benefits Eligible Eligible
Salary Salary commensurate with experience, education, and qualifications.
Contract Type Classified Salary
If other, please specify
Recruitment Type Open
Position Details
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 varied 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
Knowledge of State and University accounting and administrative regulations, practices, and procedures.
Demonstrated leadership experience.
The Successful Candidate Will
Establish and maintain cooperative working relationships with various constituencies;
Thrive in an open-door environment;
Excellent communication and interpersonal skills;
Flexibility in adapting to different situations;
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;
Maintain confidentiality of records and information;
Represent MSU to others in a professional and courteous manner.
Position Special Requirements/Additional Information
This position can be located at any of the Montana Agricultural Experiment Station Department of Research Centers offices in Bozeman, Conrad, Corvallis, Creston, Havre, Huntley, Moccasin, or Sidney.
In accordance with MSU policy, hiring will be conditional upon successful completion of a pre-employment background check.
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
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 September 3, 2024; however, applications will continue to be accepted until an adequate applicant pool has been established.
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.