"Alerted.org

Position Details

Position Information

Announcement Number STAFF - VA - 26225

For questions regarding this position, please contact:

Jayne Morrow

Director of QCORE

[email protected] (%[email protected])

Classification Title Admin Assoc IV

Working Title Business Operations Manager

Brief Position Overview

QCORE is searching for an enthusiastic and motivated individual to perform administrative support activities for QCORE . The Business Operations Manager executes 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.

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 per hour, 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

Administrative Duties

Work closely with the QCORE Director and team to facilitate overall operations and provide administrative support, which includes:

+ supporting, coordinating, and implementing QCORE initiatives

+ drafting and editing correspondence, reports and presentations

+ scheduling meetings, creating meeting agendas and materials, and communicating all relevant details to participants

+ making travel arrangements and appointments

+ handling phone, email and postal mail inquiries and responding appropriately

Fiscal Duties

Work closely with the QCORE Director and team to perform departmental accounting functions, ensuring accuracy, timeliness and compliance with MSU policies and procedures, which includes:

+ collaborating with Fiscal Shared Services to process daily accounting transactions, prepare and review financial reports, and identify and resolve errors and discrepancies in a timely manner

+ providing guidance and assistance to the QCORE team with Chrome River, including travel preapprovals and expense reports, serving as departmental account manager for purchasing card transactions

+ providing guidance and assistance to the QCORE team with the procurement of goods and services, including utilizing SmartBuyMSU

+ maintaining capital and minor/sensitive equipment inventories

Human Resources Duties

Work closely with the QCORE Director and team to perform departmental hiring and payroll functions, which include:

+ tracking and monitoring QCORE HR actions with MSU Human Resources

+ serving as the primary point of contact for QCORE with MSU Human Resources to hire students

+ creating and processing various types of personnel appointments and reappointments for staff and students and reporting personnel actions to QCORE leadership via a dashboard

+ conducting biweekly pre-payroll audits to ensure accuracy of payroll, identifying and resolving errors and discrepancies in a timely manner

Conference and Event Duties

Plan 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.

Required Qualifications – Experience, Education, Knowledge & Skills

+ Bachelor’s degree and progressively responsible experience in administrative support, project coordination, hospitality, events management, or related fields, 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, 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.

+ Experience working with Montana State University policies, procedures and systems.

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.

+ 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 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

This position is contingent upon continued grant 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.

Successful candidate must be able to comply with the federally mandated requirements of U.S. export control laws, which may require proof that candidate is a U.S. person. Per 22 CFR §120.15, U.S. person means a person who is a lawful permanent resident as defined by 8 U.S.C. 1101(a)(20) or who is a protected individual as defined by 8 U.S.C. 1324b(a)(3).

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 January 6, 2026; 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.