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Position Details

Position Information

Announcement Number STAFF - VA - 25389

For questions regarding this position, please contact:

Kala Radovich

Associate Director of Strategic Partnerships

[email protected]

Classification Title Admin Assoc IV

Working Title Business Operations Manager

Brief Position Overview

QCORE is searching for an energetic and motivated individual to supervise and manage all administrative support activities for QCORE . The Business Operations Manager oversees fiscal and HR services while providing critical assistance to the QCORE Director and team in their mission to provide outstanding education and research opportunities at Montana State University.

The QCORE BOM provides high-level administrative support to the operation of QCORE . QCORE is seeking a candidate with exceptional communication, organizational, and administrative skills to provide a broad range of essential and professional services to the QCORE team as well as MSU’s faculty, staff, and broader external constituents.

Position Number 4M1898

Department Physics

Division College of Letters & Science

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 $24.04, commensurate with experience, education, and qualifications.

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement

QCORE’s primary objective is to empower Montana’s quantum ecosystem by uniting cutting-edge research, industry partnerships, and community engagement – enabling breakthrough technologies that shape the future of quantum innovation. The vision of QCORE is to lead Montana’s transformation into a global powerhouse for quantum-enabled technologies by 2035, fostering economic growth, academic excellence and a resilient, future-focused workforce.

Duties and Responsibilities

Assistant to the Director

+ Works closely with the QCORE Director and team to facilitate overall operations.

+ Provides high level administrative support to the QCORE Director, including:

+ support, coordination, and implementation of initiatives managed by the QCORE team.

+ gathering and analyzing data;

+ report writing;

+ planning meetings;

+ making travel arrangements and appointments;

+ and creating and providing meeting materials and agendas.

+ Provides program data and implements decisions.

+ In coordination with the QCORE team, help to prepare budgets and content in support of specific projects and grants.

+ Support program evaluation and reporting with budgetary data and percentage of effort analysis.

Fiscal Manager

+ Performs many accounting and all budgeting functions for QCORE .

+ Budgets and oversees indexes including main salaries and operations.

+ Prepares budgets for all events, including conferences and/or trips.

+ Processes travel justifications and reimbursements for the QCORE team. Educates the QCORE team of travel and purchasing policies and procedures in order to maintain compliance with University policies and procedures.

+ Serves as account manager for purchasing card transactions, including monthly report compilation.

+ Processes travel for the QCORE team.

+ Serves as QCORE’s liaison with College of Letters and Sciences Fiscal Shared Services for the centralized accounting services.

+ Manage awarded grants and projects to ensure fiscal accountability, including cost share management, and provide timely and accurate reporting as required by agencies.

Conference and Event Organizer

+ Make arrangements for events, conferences, and lectures, including securing facilities, preparing schedules, promoting events, and, where appropriate, arranging for food, lodging, and transportation. This may include participating in events as on-site staff.

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 tax forms and all required new employee forms, conducts pre-payroll audits, reconciles payroll, submits EPAFs, and approves timesheets.

Operations Manager

+ Oversees the daily functions, workloads, and services of QCORE .

+ Oversees QCORE property management for QCORE offices, common space, conference room, and research lab property issues.

+ Sensitive and minor inventory tracking.

+ Office and common space design, material purchase, and implementation.

+ Working with multiple on-campus and off-campus offices and multiple funding sources during management of these duties.

Required Qualifications – Experience, Education, Knowledge & Skills

+ Bachelor’s degree and progressively responsible administrative work experience with an emphasis on customer service in a main office setting or an equivalent combination of relevant education and/or experience.

+ Demonstrated experience organizing and prioritizing multiple work assignments, meeting deadlines and exercising adaptability with a high degree of accuracy and close attention to detail, while maintaining a positive, effective and professional attitude.

+ Demonstrated proficiency in Microsoft Word, Excel, Access, PowerPoint, Outlook, and other relevant computer software.

Preferred Qualifications – Experience, Education, Knowledge & Skills

+ Administrative and fiscal management experience in an institution of higher education.

+ Experience with federal cooperative agreements and large, complex, multi-disciplinary grants and contracts.

+ Demonstrated skills with grants and contracts administration and reporting, including knowledge of federal rules and regulations.

+ Knowledge of MSU and State of Montana policies and procedures.

The Successful Candidate Will

+ Possess the ability to maintain confidentiality of records and information.

+ Possess excellent verbal and written communication skills to effectively and confidently communicate with employees, students and the public in person, over the phone and by email.

+ Possess demonstrated ability to exercise sound judgment in decision making and interpretation when applying organization policies and procedures.

+ Be able to work independently with minimal supervision as well as work effectively as a member of a team.

+ Use independent judgment, intellectual analysis and evaluation to solve complex operating problems.

+ Be able to effectively prioritize workload and activities in order to meet deadlines and adapt to changing priorities while maintaining a positive, effective and professional manner.

+ Establish and maintain effective working relations with co-workers and other departments and staff across campus.

+ Represent QCORE and Montana State University in a professional and courteous manner.

Position Special Requirements/Additional Information

Continuation of employment is contingent upon the availability of funding.

This is a full-time – 1.0 FTE position (40 hours per week). Occasional work on nights and weekends is required for onsite event management.

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 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.