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Position Details

Position Information

Announcement Number STAFF - VA - 26172

For questions regarding this position, please contact:

Jennifer von Sehlen

[email protected]

406-994-4786

Classification Title Admin Assoc IV

Working Title Business Operations Manager, Western SARE

Brief Position Overview

The Business Operations Manager will provide indispensable administrative support to the Western Sustainable Agriculture Research and Education ( WSARE ) program and assist the Regional Coordinator, Deputy Regional Coordinator, program staff, and stakeholders.

Position Number 4N1930

Department Western SARE

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 $24.04 per hour

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

Position Details

General Statement

SARE is a national program funded by the US Department of Agriculture National Institute of Food and Agriculture ( USDA - NIFA ) that focuses on enhancing sustainable agriculture across the US and its territories and protectorates. The SARE program is comprised of four regions with Montana State University serving as the Host Institution for the Western region. With an annual budget of $10 million, Western SARE provides support to farmers, ranchers, researchers, extension agents, ag professionals and consultants, and graduate students, through a system of competitive annual grants, professional development training, and outreach. The SARE program is producer-centered and aims to address producer-identified agricultural problems and supports grassroots initiatives.

To learn more about Western SARE please visit: Western SARE (https://western.sare.org/)

Duties and Responsibilities

Meeting Management and Travel Arrangements

+ Organize a minimum of three in-person meetings per year for ~25-35 attendees that require out-of-state travel:

+ Research meeting venues/hotels, solicit quotes and negotiate meeting room, audio-visual equipment, catering and lodging costs while maintaining compliance with MSU and Federal policies.

+ Produce cost estimates for review and approval.

+ Work with MSU Procurement to secure selected venue and finalize contract.

+ Serve as first point-of-contact among meeting venue staff, Western SARE staff and attendees; provide on-the-ground support to attendees and staff, technical assistance and trouble-shooting.

+ Make catering and dining arrangements with meeting venue and outside vendors.

+ Research and secure ground transportation for meeting attendees, including tour bus and airport/venue shuttle companies as needed.

+ Make and confirm travel arrangements, including researching itineraries, booking flights, and reserving lodging.

+ Work with the fiscal team to carefully track, reconcile costs and pay for travel and event expenses such as airfare, meeting venue rental/hotels and ground transportation. Follow up as needed with venues to settle billing discrepancies.

+ Maintain accurate records of all meeting costs, organize receipts and work closely with fiscal staff to ensure all expenses are accounted for.

+ Makes travel arrangements for the Regional Coordinator and Deputy Regional Coordinator; submit pre-travel authorizations.

+ Assist with producing and compiling documents for meeting binders. Print hard copies as requested and disseminate both hard and electronic copies to meeting attendees.

+ Capture meeting minutes as needed; edit and disseminate in a timely manner.

Administrative Support & Office Management

+ Organize Western SARE office space, resources and meetings:

+ Provide high-level administrative support to the Regional Coordinator and Deputy Regional Coordinator and the Western SARE Administrative Council (AC).

+ Establish meeting times, schedule video conferences and send out invites and reminders; request and compile agenda items and provide in advance of meetings.

+ Provide assistance with virtual technical review panels and webinars when needed

+ Update the shared office calendars.

+ Maintain and coordinate the storage of office supplies, meeting equipment, and printed materials; replenish as needed.

+ Maintain and organize electronic filing system on Microsoft SharePoint and Google Drive.

+ Manage and coordinate printings and mailings.

+ Supervise Western SARE student and/or short term workers.

+ Assign appropriate tasks; provide guidance and feedback.

+ Coordinate recruitment and hiring efforts as staff vacancies arise; serve as liaison between HR and Western SARE throughout the process and assist with onboarding.

Fiscal Duties

+ Work closely with the Fiscal Manager and Accounting Associate to:

+ Reconcile p-card charges.

+ Solicit necessary documentation for travel reimbursements.

+ Assist with processing travel reimbursement for both employees and non-employees.

+ Utilize SmartBuy to order supplies and create contracts.

+ Process payments when requested.

Required Qualifications – Experience, Education, Knowledge & Skills

+ Demonstrated experience working with a wide range of individuals and situations with a high degree of tact and diplomacy.

+ Demonstrated experience successfully planning and executing all aspects of meetings and events.

+ Demonstrated competence using standard office equipment, personal computers and various software such as MS Office, and collaborative programs (SharePoint, Google Drive) and databases.

+ Demonstrated competence in utilizing videoconference software for meetings, trainings, presentations, etc.

+ Demonstrated experience taking minutes at meetings and synthesizing them into coherent and cohesive documents for the purpose of record keeping and dissemination.

Preferred Qualifications – Experience, Education, Knowledge & Skills

+ Experience applying and interpreting applicable institutional, local, state, and federal regulations and related standards, guidelines, and policies.

+ Previous experience working in a higher education setting and/or with federal programs.

+ Experience setting up, managing and trouble-shooting visual-audio equipment for meeting recording and facilitation.

The Successful Candidate Will

The successful candidate will:

+ Possess excellent communication and interpersonal skills, and demonstrate competence in communicating information in person, by phone, and email.

+ Manage time effectively; work efficiently with minimal supervision and meet deadlines.

+ Demonstrate accuracy, attention to detail, and thoroughness in their work product.

+ Provide excellent customer service; promptly respond to emails and phone calls.

+ Maintain a positive attitude; establish and support effective working relations with co-workers and the public.

+ Represent MSU and Western SARE to others in a professional and courteous manner.

+ Adapt to and learn new software and technology as needed to perform job duties.

+ Learn, adhere to and implement program policies and procedures.

+ Use good judgement; maintain confidentiality of records and information.

Position Special Requirements/Additional Information

+ Continuation of employment is contingent upon availability of funding.

+ Position requires in- and out-of-state travel to facilitate and attend a minimum of three in-person meetings per year. Meeting duration, including travel time, is from four-to-five days.

+ Position requires occasional evening and weekend work.

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.

+ Work for long periods of time at a computer or on the telephone.

+ Occasionally move and/or transport small meeting equipment, supplies and materials (e.g., cases weighing up to 50 lbs)

+ Occasionally move, rearrange, and organize equipment, office supplies and printed materials.

This position has supervisory duties? Yes

Posting Detail Information

Number of Vacancies 1

Desired Start Date

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on November 6, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

This position is not eligible for sponsorship.

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.