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Job Information

Montana State University Business Operations Manager in Bozeman, Montana

Position Details

Position Information

Announcement Number STAFF - VA - 22329

For questions regarding this position, please contact:

Stacy Nation-Knapper at (406) 994-4262 or stacy.nation@montana.edu.

Classification Title Admin Assoc IV

Working Title Business Operations Manager

Brief Position Overview

The Business Operations Manager provides high level administrative, management, and academic support to the Department of Modern Languages & Literatures.

Position Number 4M0037

Department Modern Languages & Literature

Division College of Letters & Science

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 Salary range of $20.49 to $25.61 per hour, commensurate with experience, education, and qualifications.

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement

The Department of Modern Languages & Literatures offers courses in Arabic, Chinese, Japanese, French, German, and Spanish. Students may major or minor in Asian Studies, French & Francophone Studies, German Studies, Hispanic Studies, and Latin American & Latino Studies. Teaching options in French, German, and Spanish are also offered.

The Business Operations Manager provides high level of administrative, management, and academic support to the Department. Duties include serving as the executive assistant for the department head; providing fiscal oversight and budget management for all departmental funds; compiling and tracking data; assisting the department head with enrollment management; coordinating events; supervising student staff in the office; and administering the day-to-day operations of the department. Please note that this position is the only staff member in the office.

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. The College of Letters & Science ( CLS ) at Montana State University encourages individuals interested in advancing the University’s Strategic Plan diversity, equity, and inclusion goals to apply. Links to the University Strategic Plan (https://www.montana.edu/strategicplan/) ; Office of Diversity and Inclusion (https://www.montana.edu/diversity/) ; Black, Indigenous, and People of Color ( BIPOC ) Plan (https://www.montana.edu/diversity/bipoc/index.html) ; CLS Commitment to Diversity, Equity, and Inclusion (http://www.montana.edu/lettersandscience/diversity.html) ; and CLS newsletter, Diversity Matters (http://www.montana.edu/lettersandscience/deinewsletter.html) are all embedded here for reference. CLS is committed to developing a diverse faculty, staff, and student body and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in research, teaching, and service/outreach engagement, and institutional success. In keeping with this commitment, the College encourages applications from candidates with diverse backgrounds. We recruit, employ, train, and promote regardless of race, gender, sex, religion, gender identity or expression, sexual orientation, color, national origin, disability, age, veterans status, and other underrepresented groups. MSU also recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples (https://www.montana.edu/hr/dualcareer.html) .

Duties and Responsibilities

Executive Assistant to the Department Head

  • Works closely with the Department Head of Modern Languages & Literatures to facilitate overall operations.

  • Provides departmental and program data and implements department head decisions.

  • Researches and prepares data on budgetary and academic issues, such as course offerings, enrollments, and course loads to provide supporting documentation to manage curricula.

  • Organizes and coordinates meetings and prepares necessary materials.

Fiscal Liaison

  • Performs many accounting and all budgeting functions for the department.

  • Budgets and oversees the state index including main salaries and operations and prepares budgets for departmental programs and initiatives.

  • Serves as account manager for purchasing card transactions, including monthly report compilation.

  • Processes faculty travel and student scholarships.

  • Serves as departmental liaison with College of Letters and Sciences Fiscal Shared Services for the centralized accounting services.

Conference and Event Organizer

  • Makes arrangements for events, conferences, and lectures, including securing facilities, preparing schedules, promoting events, and, where appropriate, arranging for food, lodging, and transportation. This may include participating in events as on-site staff.

HR Liaison

  • Serves as the first contact person for department hiring and payroll issues.

  • Creates and processes various types of appointments, for faculty, staff, and students.

  • Processes required new employee forms, conducts pre-payroll audits, reconciles payroll, submits EPAFs, and approves timesheets.

  • Serves as liaison between department and University Human Resources.

Operations Manager

  • Oversees the day-to-day operations of the department.

  • Serves as the primary contact for the department.

  • Provides information to students on departmental programs, policies, and procedures.

  • Provides support for curriculum assessment activities, and for faculty retention, tenure and promotion processes.

  • Supervises student employees.

  • Updates and manages department website.

  • Oversees property management for departmental offices, common space, and conference rooms for TT faculty and NTT faculty in the Department of Modern Languages & Literatures Duties include:

  • E-scrap inventory and arrangement of disposal;

  • sensitive and minor inventory tracking;

  • assisting with classroom and common space design, material purchase, and implementation;

  • disposal of surplus property;

  • working with multiple on-campus and off-campus offices and multiple funding sources during management of these duties;

  • assisting new faculty hires with the purchasing, renovation and setup of new offices.

    Required Qualifications – Experience, Education, Knowledge & Skills

  • A Bachelor’s Degree or 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 managing fiscal and budget records, generating multiple reports, and communicating complex information effectively to various constituents (student, staff, faculty, executives).

  • Demonstrated competence organizing and managing events, and/or prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.

  • Demonstrated customer service skills.

  • Demonstrated competence using personal computers and various software such as word processing, spreadsheets, database, presentation, email, and internet. Microsoft Office software preferred.

    Preferred Qualifications – Experience, Education, Knowledge & Skills

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

  • Progressively responsible management experience.

    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.

  • Demonstrated capacity for leadership.

  • Adapts and responds to new situations and administrative needs as they arise.

  • Successful experience hiring, training, supervising, and mentoring employees.

  • Represent the department, college, and university 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? Yes

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 June 1, 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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