Business Operations Manager

Position Details

Position Information

Announcement Number STAFF - VA - 18008
Quick Link for Internal Postings http://jobs.montana.edu/postings/9052
For questions regarding this position, please contact:

Beth Burroughs, Department Head
406.994.3601
burroughs@montana.edu

Classification Title Admin Assoc Mgr
Working Title Business Operations Manager
Brief Position Overview

The Department of Mathematical Sciences is searching for an energetic and motivated individual to supervise and manage all administrative support activities of the department. The Business Operations Manager oversees fiscal, HR and student support services while providing critical assistance to the Department Head and faculty in their mission to provide outstanding educational and research opportunities to the students at Montana State University.

Position Number 4M0040
Department Mathematical Sciences
Division College of Letters & Science
Appointment Type Classified
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA Exempt
Union Affiliation Exempt from Collective Bargaining
FTE 1.0
Benefits Eligible Eligible
Salary $20.27 per hour. Applicants that are current MUS employees, rate of pay for this position will be determined by the staff compensation plan, and may be different from the posted salary. For questions and details contact Recruitment.
Contract Type Classified Salary
If other, please specify
Recruitment Type Open

Position Details

General Statement

The Business Operations Manager has the chief responsibility within the Department of Mathematical Sciences to supervise and manage all administrative support activities including fiscal, human resources and student support services, as well as monitoring and implementing department-wide policies and procedures related to budgeting, office personnel, facilities and other administrative services for both instructional and research activities within the department. This position works closely with the Dean’s Office and CLS Fiscal Services team and reports directly to the Department Head.

Duties and Responsibilities

Department Manager

  • Serves as executive assistant to the department head.
  • Directly supervises other administrative staff in the office. Trains, oversees and coordinates activities of other staff in office by participating in hiring, securing appropriate training, evaluating and determining staff priorities.
  • Oversees property management for department offices, common space, classrooms, and conference room for 25 tenure track faculty and approximately 40 non-tenure track faculty in Wilson Hall and Linfield Hall including: E-scrap inventory and arrangement of disposal; sensitive and minor inventory tracking; disposal of surplus property; and working with multiple on-campus and off-campus offices and multiple funding sources while assisting new faculty hires with the purchasing, renovation and setup of new offices and research space.
  • Formulates and implements department-specific personnel policies, procedures and guidelines, ensuring departmental compliance with College and University policies and procedures.

Fiscal Management

  • In close collaboration with the DH, Dean’s Office and CLS Fiscal Services, performs many accounting and budgeting functions for the Department, including state, grant and Foundation indexes and accounts.
  • Projects budget for upcoming year and makes recommendations to department head for future instructional, staffing and operational needs.
  • Oversees the state index including main salaries and operations.
  • Serves as the departmental Grants and Contracts support by monitoring grant activities, assisting faculty with proposal budgets, implementing policies to ensure compliance with granting agencies’ requirements and monitoring indirect cost expenses.
  • Coordinates development activities with Department Head, CLS Development Director, and other MSU Alumni Foundation staff, oversees appropriate expenditures and reconciliation of departmental Foundation funds, manages contact with donors, and constructs and distributing acknowledgement letters appropriately.
  • Serves as departmental liaison with College of Letters and Sciences Fiscal Services for the centralized accounting services.

Human Resources

  • In collaboration with MSU HR Department and Dean’s Office, provides support as liaison to department head and faculty on human resource matters. Initiates HR paperwork for all HR services as needed at the department level. Serves as the search manager for faculty and staff searches, including overseeing the recruitment process at the department level.
  • Serves as first point of contact for hiring and payroll issues.
  • Creates and processes various types of appointments for faculty, staff, and students.
  • Processes tax forms and all required new employee forms, conducts pre-payroll audits, reconciles payroll, submits EPAFs and approves timesheets.
Required Qualifications – Experience, Education, Knowledge & Skills
  1. Bachelor’s degree in relevant field, and three years of progressively responsible management experience (HR and fiscal management emphasis) or an equivalent of education and experience.
  2. Progressively responsible experience with budgeting, accounting and human resources.
  3. Demonstrated excellent communication and customer service skills for a diverse group of constituents.
  4. Demonstrated successful supervisory experience.
  5. 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
  1. Advanced skills in Excel and database management.
The Successful Candidate Will

The successful candidate will demonstrate the ability to establish and maintain cooperative working relationships with various constituencies, including students, administrators, faculty, and coworkers; consistently exercise initiative and good judgment; possess a strong customer service focus; exercise adaptability; possess excellent communication and interpersonal skills; have demonstrated competence organizing and prioritizing workloads; have an aptitude for problem solving and facilitating the work of others; work effectively both independently and in a team-oriented manner, under minimal supervision; be able to represent the Department, College and University 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? Yes

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 July 21, 2017; 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.

Montana State University is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. To request an accommodation, contact the Human Resources Office, PO Box 172520, Montana State University, Bozeman MT 59717-2520; 406-994-3651; recruitment@montana.edu .

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: www2.montana.edu/policy/affirmative_action/ .

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter addressing Each of the Required and Preferred Qualifications
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).