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Job Information

Montana State University Business Operations Manager in Bozeman, Montana

Position Details

Position Information

Announcement Number STAFF - VA - 22423

For questions regarding this position, please contact:

Miranda Bly, miranda.bly@montana.edu, (406) 994-7466

Classification Title Admin Assoc IV

Working Title Business Operations Manager

Brief Position Overview

The full-time Business Operations Manager under the direction of the Executive Assistant to the VP/ CIO , provides high level administrative and operational support to the Office of the VP of University Information Technology ( UIT ) and the IT Community. This job is a great opportunity for an energetic and motivated person who enjoys variety, challenge, and working with a great team.

Position Number 4M1122

Department University Information Technology

Division VP for Information Technology

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 $20.49 - $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

In support of the Montana State University mission, UIT promotes, develops, delivers, and facilitates the use of information technology services and resources.

Under direct supervision of the Executive Assistant to the VPIT / CIO , the Business Operations Manager provides high level administrative and operational support to departments within University Information Technology ( UIT ). This includes but is not limited to providing executive-level assistance to the VP of IT’s executive team; providing fiscal coordination and budget management for department funds, including monitoring expenditures, managing compensation data, coordinating payroll reconciliation, managing P card activity, performing analyses, providing budget projections, and reallocating resources when necessary; coordinating meetings and events; and administering the day-to-day operations of the departments.

Duties and Responsibilities

Serves as administrative and financial support for the department’s executive team, helping to guide and execute tasks in support of the strategic plan as well as departmental goals and projects. Administers all aspects of the department’s administrative day-to-day operations, managing workflow and duty assignments to meet requirements. Other duties include the following:

Front Desk and Administrative Responsibilities:

  • Works closely with department’s executive team, directors, and managers to facilitate day-to-day operations of the department.

  • Works closely with and reports to the Executive Assistant to the Vice President of Information Technology. Researches, resolves problems, and gathers facts and data to make informed decisions or inform the management as appropriate.

  • Provides exceptional customer service and office reception to visitors, staff, and clients and represents UIT in a knowledgeable and professional manner as the point person for general inquiries – answering questions, providing guidance, and solving problems as needed.

  • Serves as the first point of contact for UIT personnel for administrative support, including on-boarding of new hires, staff terminations, personnel travel, completion of hospitability forms, payroll concerns, ordering supplies, property management, and a host of other administrative functions.

  • Schedules appointments for VP’s executive team.

  • Organizes and coordinates meetings and events, including securing facilities, preparing necessary materials, arranging for food, making travel arrangements, and/or delegating tasks as appropriate.

  • Manages procurement of Central UIT office supplies and equipment as well as building/facility maintenance needs to include negotiating and securing leases and maintenance contracts with vendors and payment of invoices via Chrome River and the purchase card process.

  • Devises and executes creative solutions for a variety of process improvement initiatives.

  • Assists and supports UIT’s Budget and Finance Office under the direction of VP/ CIO office to research and prepare data on budgetary and departmental issues.

  • Works on special projects as assigned and serve on committees as appropriate.

HR Liaison:

  • Serves as the first contact person for on-boarding and payroll issues and liaises with the HR Service Center.

  • Coordinates resolutions with the appropriate department in University Human Resources and communicates issues with the UIT Human Resource Business Partner as appropriate.

  • Coordinates on-boarding documents for any new hire with the HR Service Center, including required new employee forms.

  • Conducts pre-payroll audits and reconciles payroll.

  • Submits EPAFs for student hires and coordinates student terminations and reappointments with department manager/supervisors.

  • Initiates new, 90-day STW and non-searched fixed term hires in ATS and the direct hire module and monitors end dates.

  • Manages Z-org program and processes Z-org changes for time-sheet approval and submits EPAFs for changes and corrections.

  • Manages supervisor assignments for Chrome River in Argos.

  • Manages all new letters of appointment in Argos and submits reappointments for renewals for new fiscal years for all letters of appointments in Argos.

  • Coordinates department processes for all resignations/terminations for UIT , including submitting EPAFs and notifying the term checklist listserv to terminate their access to MSU Systems.

  • Leads UIT on-boarding process for new employees via assigning mentors and guiding the supervisor through the UIT Cat Walk on-boarding process.

  • Provides support during staff and student labor job searches, coordinates selection and hiring logistics, serves as a point of contact for the Hire-a-Bobcat program, and initiates background checks with University Human Resources.

Financial Responsibilities:

  • Serves as account manager for UIT’s purchasing card activities, including monthly report compilation.

  • In coordination with accounting staff and the Budget and Fiscal Manager, may participate in financial oversight and budget management for all UIT departmental funds, including monitoring expenditures, performing analyses, providing budget projections, and reallocation of resources when necessary.

  • May assist in the formulation, execution, and monitoring of capital infrastructure and strategic investment proposals.

  • May be required to examine, analyze, and interpret diverse accounting and financial records from multiple funding areas.

  • Researches and prepares data on fiscal, budgetary, and administrative issues, providing a high level of customer service for internal and external customers.

  • Assists and supports UIT’s Budget and Finance Office, University Business Services, and Fiscal Shared Services to resolve issues.

  • Processes all requests from departments for communication device allowances, coordinates the forms, and submits them to UHR payroll.

    Required Qualifications – Experience, Education, Knowledge & Skills

  • A Bachelor’s Degree or progressively responsible administrative/office/business management experience or an equivalent combination of relevant education and experience.

  • Experience or understanding of management of fiscal and budget records, generating multiple reports, and communicating complex information effectively to various constituents (executives, staff, faculty, students).

  • Demonstrated effective communication and excellent customer service skills for a diverse group of internal and external constituents.

  • Demonstrated competence prioritizing multiple work assignments/projects and/or organizing and managing meetings and 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 programs such as word processing, spreadsheets, database, website, presentation, email, and internet. Microsoft Office software is preferred.

    Preferred Qualifications – Experience, Education, Knowledge & Skills

  • Relevant knowledge of MSU procedures and policies or previous experience working in a higher education setting.

  • Demonstrated experience with Chrome River, Banner, Argos, ATS , and/or Hire-a-Bobcat.

  • Progressively responsible supervisory or management experience.

  • Advanced skills in Excel, accounting principles, and fiscal analysis.

    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.

  • Maintaining an enthusiastic, can-do attitude.

  • Good judgment and self-motivation.

  • Skill at prioritizing, organizing, and working on multiple projects.

  • Represent UIT 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 successful completion of search

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on or before July 7, 2022; however, applications will continue to be accepted until the position is filled.

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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