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Position Details

Position Information

Announcement Number STAFF - VA - 25387

For questions regarding this position, please contact:

Jessica Torrion

[email protected]

406-994-4304

Classification Title Admin Assoc IV

Working Title Business Operations Manager (Administrative Associate IV)

Brief Position Overview

The Administrative Associate IV (Business Operations Manager) provides high-level administrative and operational support to the Department of Research Centers ( DRC ) by performing a variety of administrative, HR, fiscal, event planning, and customer service duties. The DRC serves the state of Montana’s agricultural and natural resource industries by providing applied research through a network of seven Research Centers. In addition to supporting the DRC , the Business Operations Manager also provides administrative support to the College of Agriculture’s campus farms. This position is located at the MSU -Bozeman campus.

The Administrative Associate IV (Business Operations Manager) provides executive level support to the Department Head by performing a variety of administrative support, personnel and payroll, and accounting duties for the Department of Research Centers, including providing support for faculty and staff at seven off-campus research centers. In addition, this person represents the DRC and its interests to entities outside and within the university and plays an active role in the planning and administration of day-to-day operations of the department. This position also provides administrative support to campus farms including the Post Farm, MSU Horticulture Farm, and the Plant Growth Center.

Position Number 4M1890

Department AES Research Center Administration

Division College of Agriculture/MAES

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 commensurate with experience, education, and qualifications.

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement

The Department of Research Centers ( DRC ) serves the state of Montana’s agricultural and natural resource industries by providing applied research through a network of seven Research Centers. Our research centers develop relevant research tailored to the agricultural challenges of each region of Montana.

Duties and Responsibilities

Office Management and Executive Administrative Support:

+ Represent the Department of Research Centers in a knowledgeable and professional manner, answering questions, handling confidential matters, providing guidance, and solving problems as needed.

+ Provide high level administrative support to the Department Head including scheduling, expense reports, responding to inquiries, and travel arrangements.

+ Oversee faculty searches for the DRC including scheduling complex meetings and events requiring the coordination of multiple, executive-level calendars and securing various logistics including catering, locations, web connections, and preparation of meeting materials.

+ Contribute to special projects as assigned and serve on committees as appropriate.

+ Oversee the workload of seven administrative assistants spread over the state.

+ Serve as the liaison between the Department and the MAES Director’s Office and other MSU offices and departments

+ Organize departmental events including scheduling, locations, catering, accommodations, etc.

Fiscal:

+ Serve as account manager for the DRC program indexes, Foundation accounts, grants, Chrome River (purchasing card transactions), AP/AR, ensure documentation and compliance of transactions, biweekly pre- and post-payroll audit.

+ Reconcile the departmental budget which includes activity from each of the seven research centers.

+ Coordinate the annual budget process for the department and assist individuals as needed.

+ Oversee diverse budgets that are reconciled and managed on a day-to-day basis by others

+ Serve as the DRC liaison with Fiscal Shared Services.

+ Manage DRC procurement processes.

HR & Personnel:

+ Serve as the first contact for hiring and payroll issues for the DRC .

+ Serve as departmental liaison with HR Service Center to perform centralized personnel actions and processing functions for the DRC related to hiring, payroll, and separation.

+ Initiate and coordinate onboarding of newly hired employees (security, system accounts, space, PC set-up, etc.).

+ Create and process various types of appointments for departmental staff and coordinate submission of EPAFs, new employee forms and departmental on-boarding and off-boarding processes.

+ Coordinate faculty reporting, evaluations, and appointments of all kinds.

Business Operations Support:

+ Work closely with and report to the Assistant to the Vice President to facilitate overall operations for the College of Agriculture/ MAES and select affiliated operations (for example, the Arthur H. Post Research Farm, Hort Farm, Plant Growth Center).

+ Research and resolve problems, gathers facts and data to make informed decisions or inform leadership as appropriate.

+ Maintain a detailed inventory of all departmental capital, minor and sensitive equipment in compliance with university and state policies and regulations.

+ Ensure the department is in compliance with campus civil rights policies

Required Qualifications – Experience, Education, Knowledge & Skills

+ A Bachelor’s Degree or progressively responsible administrative/office management experience with an emphasis on fiscal management, or an equivalent combination of relevant education and experience.

+ Demonstrated competence generating multiple reports and managing fiscal and budget records.

+ Demonstrated supervisory experience.

+ Demonstrated competence in Microsoft Office software.

Preferred Qualifications – Experience, Education, Knowledge & Skills

+ Experience working in an academic department in a higher education setting.

+ Progressively responsible management experience.

+ Knowledge of State and University accounting and administrative regulations, practices, and procedures.

+ Demonstrated success in organizing and coordinating events

The Successful Candidate Will

+ Communicate complex information effectively to various constituents (student, staff, faculty, executives).

+ Prioritize multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.

+ 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, meeting deadlines, and prioritizing competing demands.

+ Aptitude for problem-solving and facilitating the work of others.

+ Good judgment and self-motivation.

+ Demonstrated capacity for leadership.

+ Successful experience in hiring, training, supervising, and mentoring employees.

+ Represent DRC and MSU in a professional and courteous manner.

Position Special Requirements/Additional Information

+ In accordance with MSU policy, hiring will be conditional upon successful completion of a pre-employment background check.

+ Must possess a valid driver’s license, an acceptable driving record, and meet all State of Montana requirements to operate State/University vehicles. (If successful candidate possesses a valid out-of-state driver’s license, must obtain a valid Montana driver’s license within 60 days of hire.)

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

+ Normal office work environment.

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 completion of a successful search

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on June 13, 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.