November 16, 2024

Montana State University

Bozeman

Business Operations Manager

MSU Academic Technology and Outreach (ATO) is comprised of three divisions: Teaching and Learning with Technology, e Learning and Innovation, and Continuing, Professional and Lifelong Learning. ATO works with both campus and external constituents to support quality in teaching, technology innovation, and non-credit outreach program/course development and delivery for participants of all ages. ATO supports a variety of programs through grants as well as local, regional, and national partnerships.

Duties and Responsibilities

ATO Administrative Responsibilities:

Serves as the primary point of contact between ATO management and the university administrative offices (i.e. Fiscal Shared Services, HR Shared Services, University Business Services, Facilities Services, etc.).
Provides high level service, support, and communications to a wide variety of constituents including students, faculty, staff, external partners and local communities.
Process non-credit course revenue and expenditures.
Liaise with UBS, Student Accounts, Registrar and Financial Aid to track noncredit student payments and ensure credit to student accounts in Banner.
Maintain accurate records and provide a variety of reports related to revenue and expenditures.
Provide overall office management for accurate and efficient operations.
Provide routine website updates using the University Content Management System in coordination with the ATO web manager.
Manage logistics for seminars, lectures, and misc. meetings including scheduling space, and arrangements for food, lodging, and transportation as needed.

Fiscal Responsibilities:

Serve as primary liaison with the Fiscal Shared Service team in order to process payments, make deposits, document payments, process invoices and maintain accounts receivable.
Assist with managing budgets and provide fiscal support for ATO management and program managers.
Provide support for ATO staff in processing credit card payments, Smart Buy transactions, travel forms, and other University Business Services as needed.
Coordinate with MSUAF for payments, transfers and miscellaneous transactions.
Proactively advise program managers on all finance matters, including Catbooks, Chromeriver, grants and expenses.

Human Resources Responsibilities:

Serve as primary liaison with the HR Shared Service team.
Coordinate with ATO staff and HR Shared Services on hiring needs for ATO grants, courses, and programs.
Provide accurate and timely information to HR Shared Services for hiring and payroll for interim course instructors and/or program support staff.
Collect and submit all required HR materials for new ATO staff, course instructors, and other program support staff.
Coordinate with HR Shared Services and ATO staff to ensure accurate payroll for program instructors.

Required Qualifications – Experience, Education, Knowledge & Skills

Progressively responsible administrative/office management experience (2 years minimum).

Demonstrated experience using personal computers and using word processing, spreadsheet, and presentation software, preferably MS Office Suite.

Demonstrated experience writing, editing, and formatting professional documents, correspondence, and spreadsheets.

Demonstrated competence managing detailed fiscal and budget records.

Demonstrated experience organizing events, prioritizing multiple work assignments, meeting deadlines, adapting to changing priorities, and attention to detail.

Demonstrated effective teamwork, communications and customer service skills.

Preferred Qualifications – Experience, Education, Knowledge & Skills

Knowledge of MSU procedures and policies or previous experience working in academic department in higher education setting.

Associate or bachelor’s degree.

The Successful Candidate Will

Ability to work with a high degree of accuracy and close attention to detail while meeting deadlines.
Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
Excellent oral and written communication skills.
Excellent problem-solving skills.
Ability to exercise independent judgment under minimal supervision.
Ability to manage workflow processes and schedules independently.
Handle sensitive information appropriately.
Excellent organizational skills.
Consistently exercise initiative and good judgement .
Takes initiative to research questions, find correct answers and provide accurate information to constituents.
Demonstrated interest and capacity to learn skills in financial and organization management.

Position Special Requirements/Additional Information

This job description should not be construed as an exhaustive statement of duties, responsibilities and requirements but is 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?

Posting Detail Information

Number of Vacancies

Desired Start Date

Upon successful completion of search

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on November 29, 2024 ; 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.