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Position Details

Position Information

Announcement Number STAFF - VA - 26147

For questions regarding this position, please contact:

Deborah Haynes

406-994-5555

[email protected]

Classification Title Admin Assoc Mgr

Working Title Administration Manager

Brief Position Overview

The Administration Manager for the Graduate School works collaboratively with the professional staff in the Graduate School and across the university to support graduate student success. This person reports to the Dean of the Graduate School and has the primary responsibility within the School to coordinate, manage, report, and provide oversight for all fiscal activities. This includes policies and procedures related to budgeting, creating, monitoring, and implementing Graduate School-wide initiatives and goals, overseeing the portfolio of funds for the Graduate School; providing budgetary analysis and planning; tracking financial commitments for current and future years; and reviewing the Graduate School budgets and expenditures including tuition waivers, fellowships, completion, and travel awards. Other duties may be assigned as related to the general administrative conduct and oversight of the Graduate School.

Position Number 4M5313

Department Graduate School

Division Office of Academic Affairs

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 $24.388 per hour, commensurate with experience, education, and qualifications

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement

This position provides programmatic and fiscal management for all aspects of the Graduate School and University-wide initiatives, as well as managing the HR functions for the Dean’s Office. This position establishes, monitors, and manages budgets; maintains and reconciles 25 indexes (including grant, designated, state and foundation accounts) totaling approximately $4 million; prepares a wide variety of reports for administrative use by department and/or granting agencies. Other duties may be assigned as related to the general administrative conduct and oversight of the Graduate School and supervision of one staff member.

Duties and Responsibilities

Budget and Fiscal Responsibilities:

+ Budget and fiscal oversight of the entire portfolio of funds within the Graduate School, including budget planning, forecasting and analysis.

+ Advise and consult with the Dean on establishing budgetary priorities and a budget that incorporates these goals and priorities. This includes working with directors and administrative staff on budget expectations.

+ Administers graduate appointments for the entire MSU -Bozeman campus.

+ Develops appropriate procedures and guidelines to improve efficiency related to budgeting, fiscal management, facilities, technology, and administrative services.

Human Resources Responsibilities:

+ Responsible for working with the Dean to assess the Graduate School’s staffing needs while maintaining consistency with goals and priorities, writing appropriate position descriptions, coordinating recruitment efforts and serving as a resource throughout the hiring process.

+ Addresses payroll issues and reconciling of payroll accounts.

+ Manage Annual Review process for The Graduate School.

Graduate Level Responsibilities:

+ Serves as the primary point of contact between the Graduate School and the university administrative offices/services (i.e., Budget Office, University Business Services, Human Resources, and Facilities Services, etc.). as well as the Provost’s Office administrative staff.

+ Supervises the project manager position in the Graduate School.

+ Advise departments on Graduate Appointment policies and procedures.

+ Provides training to and serves as a resource for graduate support staff in these departments and assists these students with tuition waiver questions and issues.

+ Collaborating with HR and the Dean re: the implementation and rollout of the new Collective Bargaining Agreement Implementing and managing New Graduate Dean Initiatives.

Required Qualifications – Experience, Education, Knowledge & Skills

+ Bachelor’s degree in business or related field and/or substantial experience performing financial management and administrative leadership in an academic setting or an equivalent combination of education and/or experience.

+ Demonstrated experience in budgeting, as well as in managing, monitoring, and reconciling fiscal records including researching, compiling, analyzing, and interpreting financial information and generating fiscal reports.

+ Demonstrated experience coordinating and implementing projects, goals, and initiatives.

+ Demonstrated proficiency in appropriate computer systems and relevant software programs, including Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Preferred Qualifications – Experience, Education, Knowledge & Skills

+ Advanced training o credentials related to job duties and responsibilities.

+ Experience working in higher education.

The Successful Candidate Will

+ Have excellent leadership, written and oral communication, presentation and interpersonal skills.

+ Work effectively with a broad range of constituencies including students, staff, faculty, university administrators, funding agencies, professional associations and organizations

+ Possess personal energy, integrity, and vision.

+ Demonstrate ability to work efficiently and effectively both independently and as part of a team.

+ Maintain effective attention to detail, meeting deadlines, multi-tasking, and prioritizing competing demands.

+ Possess skills to deal with sensitive or difficult situations effectively.

+ Possess or have the demonstrated interest and capacity to learn skills in accounting, financial management, organizational management, and other areas relevant to the Graduate Dean’s office.

+ Demonstrate the ability to maintain a calm, pleasant, professional, and positive demeanor in difficult situations.

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.

This position is not eligible for sponsorship.

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 October 14, 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.