- Oversees the daily functions, services and operations of the American Studies program (AMST), the Women's Gender and Sexuality Studies minor (WGSS), and the CORE at Night program.
- Oversees website development, maintenance and support in coordination with the Dean's Office and University Communications for programs under this position's purview.
- Provides high level administrative support to the Associate Deans, including:
- support, coordination, and implementation of initiatives managed by Associate Deans,
- gathering and analyzing data;
- report writing;
- planning meetings;
- making travel arrangements and appointments;
- and creating and providing meeting materials and agendas.
- Serves as first point of contact via phone and in person for the Dean's Office, AMST and WGSS.
- Maintains email list servs and other lists needed by the Dean's Office.
- Maintains the Dean's office physical space, floor plans, and phone updates.
- Serves as liaison between the programs and Fiscal Shared Services. Duties include: budgets and oversees fiscal resources, including salaries and operations; prepares budgets for graduate student programs, graders and all events, including conferences; serves as account manager for purchasing card transactions; prepares and processes student scholarships, faculty and student travel grants, and works with FSS to resolve accounting errors.
- Oversees and processes Dean's Office purchasing card accounts including Chrome River approvals.
- Prepares and/or prints a wide variety of fiscal forms and documents and provides FSS with information for accounts payable and receivable for the programs and Dean's Office.
- Processes travel justifications and reimbursements for Dean's Office, AMST and WGSS. Educates faculty and graduate students travel and purchasing policies and procedures in order to maintain compliance with University policies and procedures.
- Monitors and reconciles AMST Alumni Foundation funds, projects and budgets annual Foundation accounts, makes recommendations to AMST Director for future spending from Foundation accounts. Creates donor thank you letters for the Dean's Office.
- Budgets, forecasts and manages college foundations accounts. Works with other members of the Dean's Office staff to provide timely and accurate financial reports to Dean. Provides and combines historic data with current fundraising forecast to make sound financial recommendations to Dean.
- Coordinates logistics for special events and projects for Dean's Office, AMST and WGSS, including cost projections, booking locations, managing calendars and meeting invites, assisting in transportation and lodging reservations, overseeing/managing event budgets, ordering refreshments, sending and retrieving calls and nominations, and gathering and compiling meeting materials.
- Works with University Communications and the Dean's Office to create promotional materials and publicize events.
- Assists Academic Services Manager with all Dean's Office events.
- Coordinates the graduate student program in AMST and manages and implements the associated departmental and university policies and procedures in coordination with the Graduate School and Registrar's Office.
- Oversees and processes MA and PhD application materials, graduate student appointment paperwork, and graduate student tuition waiver allocations.
- Assists with the recruitment, orientation and training of new graduate students.
- Schedules classrooms, orders textbooks, and updates course catalogue for AMST, WGSS and CORE at Night.
- Serves as the first contact person for hiring and payroll issues for AMST, WGSS and CORE at Night.
- 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 EPAF's, and approves timesheets.
- Bachelor's degree plus 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.
- Experience in event planning to include coordination, cost projections, tracking invoices and receipts, and leading the event.
- Demonstrated experience using accounting and budgeting principles, practices, and techniques including accounts payable and receivable.
- 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 maintain a positive, effective and professional manner.
- Establish and maintain effective working relations with co-workers and other departments and staff across campus.
- Represent the College of Letters and Science and Montana State University in a professional and courteous manner.
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Business Operations Manager, College of Letters - Bozeman, United States - Montana State University
Description
Position Details
Position Information
Announcement Number
STAFF – VA – 24163
For questions regarding this position, please contact:
Kala Radovich at or .
Classification Title
Admin Assoc IV
Working Title
Business Operations Manager, College of Letters & Science Dean's Office
Brief Position Overview
The College of Letters and Science seeks collegial and motivated individual who is dedicated to supporting student success and is able to thrive in an environment that includes frequent interactions with students, faculty and staff. The Business Operations Manager provides high-level administrative support to the College's two Associate Deans, the Dean's Office staff and several programs within the College.
Position Number
4M1081
Department
Dean of Letters & Science
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
Starting $24.55 per hour, commensurate with experience, education, and qualifications.
Contract Type
Classified Salary
If other, please specify
Recruitment Type
Open
Position Details
General Statement
The Dean's Office Business Operations Manager (BOM) provides high level of administrative support to the operation of various departments within the College of Letters and Science. This includes serving as the providing fiscal oversight and budget management for several interdisciplinary academic programs within the College, including monitoring expenditures, managing Pcard activity, performing analyses, providing budget projections, and reallocation of resources when necessary; coordinating events, and administering the day-to-day operations of the programs. In addition to these duties, the BOM provides high-level administrative support to the College's two Associate Deans and will provide general administrative assistance to the Dean's Office. The BOM must have appropriate knowledge of both CLS and MUS policies and procedures, as well as the ability to handle sensitive, confidential, and emergency situations effectively.
Montana State University values diverse perspectives and is committed to continually supporting, promoting, and building an inclusive and culturally diverse campus environment. The College of Letters & Science (CLS) at Montana State University encourages individuals interested in advancing the University's Strategic Plan diversity, equity, and inclusion goals to apply. CLS is committed to developing a diverse faculty, staff, and student body and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in research, teaching, and service/outreach engagement, and institutional success. In keeping with this commitment, the College encourages applications from candidates with diverse backgrounds. We recruit, employ, train, and promote regardless of race, gender, sex, religion, gender identity or expression, sexual orientation, color, national origin, disability, age, veterans status, and other underrepresented groups. MSU also recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples . Links to the University Strategic Plan ; Office of Diversity and Inclusion ; Black, Indigenous, and People of Color (BIPOC) Plan ; CLS Commitment to Diversity, Equity, and Inclusion ; and CLS newsletter, Diversity Matters are all embedded here for reference.
Duties and Responsibilities
Administrative:
Fiscal:
Event Management:
Academic support:
HR Liaison:
Required Qualifications – Experience, Education, Knowledge & Skills
Preferred Qualifications – Experience, Education, Knowledge & Skills
The Successful Candidate Will
Position Special Requirements/Additional Information
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 November 29, 2023; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
Diversity Statement
Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.
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.
MSU's Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website:
View or Apply
To help us track our recruitment effort, please indicate in your email – cover/motivation letter where ) you saw this job posting.
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