Business Operations Manager

Position Details
Position Information

Announcement Number	STAFF - VA - 24358
For questions regarding this position, please contact:	Stephanie Derrick, (406) 994-7744, [email protected]
Classification Title	Admin Assoc IV
Working Title	Business Operations Manager
Brief Position Overview	Under the direction of the University Information Technology (UIT) Budget & Fiscal Manager, the full-time Business Operations Manager provides high level administrative and operational support to the Office of the Vice President of University Information Technology (UIT), UIT’s Business Office, and the IT Community. This job is a great opportunity for an energetic and motivated person who enjoys variety, challenge, and working with a great team.
Position Number	4M1122
Department	UIT Business Op
Division	VP for Information Technology
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	Minimum of $22.54 per hour, commensurate with experience, education, and qualifications
Contract Type	Classified Salary
If other, please specify
Recruitment Type	Open

Position Details

General Statement	In support of the Montana State University mission, University Information Technology (UIT) promotes, develops, delivers, and facilitates the use of information technology services and resources. Under direct supervision of University Information Technology’s (UIT’s) Budget and Fiscal Manager, the Business Operations Manager provides high level administrative and operational support to departments within University Information Technology (UIT). This includes but is not limited to providing executive-level assistance to the Vice President of Information Technology’s executive team; providing fiscal coordination and budget management for department funds, including monitoring expenditures, managing compensation data, performing analyses, providing budget projections, and reallocating resources when necessary under the direction and guidance of University Information Technology’s Budget and Fiscal Manager and the Office of the Vice President/Chief Information Officer; coordinating meetings and events; and administering the day-to-day operations of the departments. In addition, this position has departmental administrative HR transactional duties and responsibilities in partnership with University Human Resources and the Human Resource Business Partner.
Duties and Responsibilities	Serves as administrative and financial support for the department’s executive team, helping to guide and execute tasks in support of the strategic plan as well as departmental goals and projects. Administers all aspects of the department’s administrative day-to-day operations, managing workflow and duty assignments to meet requirements. Other duties include the following: Front Desk and Administrative Responsibilities: Works closely with the department’s executive team, directors, and managers to facilitate day-to-day operations of the department. Works closely with and reports to the Budget and Fiscal Manager for University Information Technology (UIT). Researches, resolves problems, and gathers facts and data to make informed decisions or inform the management as appropriate. Assists and supports UIT’s Business Office and the Office of the Vice President of Information Technology to research and prepare data on budgetary and departmental issues. Provides high level administrative support to the department’s executive team. Provides exceptional customer service and office reception to visitors, staff, and clients and represents University Information Technology (UIT) in a knowledgeable and professional manner as the point person for general inquiries – answering questions, providing guidance, and solving problems as needed. Serves as the first point of contact for UIT personnel for administrative support, including onboarding of new hires, staff terminations, personnel travel, completion of hospitability forms, payroll concerns, ordering supplies, property management, and a host of other administrative functions. Schedules complex meetings requiring the coordination of multiple, executive-level calendars and securing various logistics (including catering, locations, web connections, etc.). Makes arrangements for events, conferences, and campus visits, including securing facilities, preparing schedules, and, where appropriate, arranging for food, lodging, and transportation. Works with UIT’s MarCom unit to create promotional materials and publicize events. Handles ordering and receiving of University Information Technology’s office supplies, furniture, and equipment as well as building/facility maintenance needs to include negotiating and securing leases and maintenance contracts with vendors and payment of invoices via Chrome River and the purchase card process. Maintains UIT’s listservs and other contact lists. Coordinates travel – initiates travel authorizations for staff, arranges for travel (air, hotel, ground transportation, etc.), creates itineraries, and assures timely processing of travel reimbursement requests according to applicable MSU and State travel policies. Devises and executes creative solutions for a variety of process improvement initiatives. Works on special projects as assigned and serves on committees as appropriate. HR Liaison: Serves as the first contact person for onboarding and payroll issues. Creates and processes various types of appointments for staff and graduate and undergraduate students and coordinates submission of EPAFs, new employee forms, and departmental onboarding and off-boarding processes for newly hired or terminated employees. Conducts pre-payroll audits and payroll reconciliation as appropriate, troubleshoots discrepancies, and resolves errors. Serves as the first point of contact and liaison with the HR Service Center and communicates with the UIT HR Business Partner as appropriate. Coordinates Z-org assignments/changes and manages supervisor assignments for Chrome River. Coordinates UIT’s CatWalk onboarding program. Provides support during staff and student labor job searches, coordinates selection and hiring logistics, serves as a point of contact for the Hire-a-Bobcat program, and may initiate background checks with University Human Resources. May act as a Search Manager for UIT’s staff searches, oversee applicant pools, and coordinate the recruitment and selection process through the Applicant Tracking System. Financial Responsibilities: Serves as account manager for UIT’s purchasing card activities, including monthly report compilation. May assist University Information Technology’s Budget and Fiscal Manager with duties related to budget, acquisition, receiving, and procurement. May assist in the formulation, execution, and monitoring of capital infrastructure and strategic investment proposals. May be required to examine, analyze, and interpret diverse accounting and financial records from multiple funding areas. Researches and prepares data on fiscal, budgetary, and administrative issues, providing a high level of customer service for internal and external customers. Assists and supports UIT’s Budget and Finance Office, University Business Services, and Fiscal Shared Services to resolve issues. Processes all requests from departments for communication device allowances, coordinates the forms, and submits them to UHR payroll.
Required Qualifications – Experience, Education, Knowledge & Skills	Progressively responsible administrative/office management experience with an emphasis on human resources or fiscal management or an equivalent combination of relevant education and experience. Experience or understanding of management of fiscal and budget records, generating multiple reports, and communicating complex information effectively to various constituents (executives, staff, faculty, students). Demonstrated effective communication and excellent customer service skills for a diverse group of internal and external constituents. Demonstrated competence prioritizing multiple work assignments/projects and/or organizing and managing meetings and events, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude. Demonstrated competence using personal computers and various software programs such as word processing, spreadsheets, database, website, presentation, email, and internet. Microsoft Office software is preferred.
Preferred Qualifications – Experience, Education, Knowledge & Skills	Knowledge of MSU procedures and policies or previous experience working in a higher education setting. Demonstrated experience with Chrome River, Banner, Argos, ATS, and/or Hire-a-Bobcat. Progressively responsible management experience. Advanced skills in Excel, accounting principles, and fiscal analysis.
The Successful Candidate Will	Ability to establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty. Excellent communication and interpersonal skills. Strong organizational and time management skills. Attention to detail, to meeting deadlines, and to prioritizing competing demands. Aptitude for problem solving and facilitating the work of others. Maintaining an enthusiastic, can-do attitude. Good judgment and self-motivation. Skill at prioritizing, organizing, and working on multiple projects. Represent UIT and MSU to others in a professional and courteous manner.
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.
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 a successful search
Position End Date (if temporary)
Open Date
Close Date
Applications will be:	Screening of applications will begin on June 4, 2024; 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: https://www.montana.edu/hr/recruitment/dualcareer.html