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Position Details

Position Information

Announcement Number STAFF - VA - 25386

For questions regarding this position, please contact:

Katie Sutich

Assistant to the Dean

[email protected]

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 $27.388 per hour, commensurate with experience, education, and qualifications

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 administrative 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 assistance and consultation to department head and faculty on human resource matters including compensation, classification, staff training and development, progressive discipline and terminations. 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

+ 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.

+ Progressively responsible experience with budgeting, accounting and human resources.

+ Demonstrated excellent communication and customer service skills with people from all backgrounds.

+ Demonstrated successful supervisory experience.

+ 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

+ Advanced skills in spreadsheets and relational database management.

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 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 12, 2025; 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.