Job Information
Montana State University Business Operations Manager in Bozeman, Montana
Position Details
Position Information
Announcement Number STAFF - VA - 25019
For questions regarding this position, please contact:
Kayte Kaminski
406-994-4135
katherine.kaminski@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 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 grant management support to Principal Investigators within the college. As part of the EHHD BOM Team, the person in this position reports to the EHHD Senior Assistant Dean.
Position Number 4M0349
Department Dean Educ/HHD
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 $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 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 activity choices.
Under direct supervision of the Senior Assistant Dean, the Business Operations Manager provides high-level administrative and operational support to departments within the College of Education, Health and Human Development ( EHHD ). This position will also provide support for grant management for Principal Investigators in the college. As this position is located within 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 providing fiscal coordination and budget management for department and grant 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 EHHD Budget & Fiscal Manager on budgets within the College that are reconciled and managed on a day-to-day basis, including main salaries and operations.
In close cooperation with others on the team, responsible for 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 Shared Services ( FSS ) 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 required new employee forms, conducts pre-payroll audits and payroll reconciliation and submits EPAFs (Electronic Pay Authorization Forms). 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.
Post-Award Grant Support
Reconcile budget expenditures with grant budget and monitor payroll and benefits.
Work with Fiscal Shared Services ( FSS ) to ensure correct budget categories and index assignments are used; document any needed corrections or transfers.
Project over and under expenditures by grant category and provide options/recommendations for rebudgeting if necessary.
Assist FSS with documentation of in-kind or cash match via the time & effort system; or help create 3rd party match documentation as needed.
Complete OPAS forms for budget changes.
Process required documentation for hiring, purchasing, contracted services (including arranging bids or sole-source justifications if needed), subawards, large purchases, participant support, human subjects payments, travel, hospitality, tuition/fees arrangements for GRAs and other grant management tasks; stay up to speed with rules and procedures around all of these types of expenditures.
Assist PIs with authorization, reimbursement and procurement procedures.
Develop and monitor the calendar for grant deadlines for spending and reports.
In coordination with the EHHD Budget & Fiscal Manager, develop relevant IPR forms with the PI for the submission and process of appropriate EPAFs.
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’ BOM operations.
Provides first point of contact for departmental and College inquiries regarding BOM operations.
Answers department phone questions: forwards phone messages; responds to inquiries. ·
Provides students and faculty with forms and information regarding department/university policies.
Interfaces 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 “open door” environment by fostering 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 At the conclusion 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.