Position Details
Position Information
Announcement Number STAFF - VA - 25321
For questions regarding this position, please contact:
Mike Giroux
mgiroux@montana.edu
406-994-7877
Classification Title Admin Assoc IV
Working Title Business Operations Manager
Brief Position Overview
The Plant Sciences and Plant Pathology ( PSPP ) Business Operations Manager manages the operations of the department offices and serves as the first contact for hiring, payroll processing and related problem resolution, works closely with the Department Head to provide service to undergraduate and graduate students, and provides general support to the PSPP and MSU Extension Department Head, faculty, and department affiliates as needed.
Position Number 4M0003
Department Plant Sciences
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 $20.49 - $25.61 hourly, commensurate with experience, education, and qualifications
Contract Type Classified Salary
If other, please specify
Recruitment Type Open
Position Details
General Statement
Welcome to the Montana State University College of Agriculture! Our blend of learning, discovery and outreach programs reflect our university's Land Grant designation. Through a federal/state partnership with the Montana Agricultural Experiment Station ( MAES ) and Extension Service, we strive for excellence in academics, research and engagement. The department of Plant Sciences is searching for an energetic and motivated individual to perform business operations and administrative support activities.
Duties and Responsibilities
Executive Administrative Support
Coordinates PSPP and related MSU Extension faculty hiring processes with the Department Head's oversight.
Schedules annual PSPP and related MSU Extension faculty and manager performance reviews.
Coordinates MAES presentations, annual Variety Release meetings.
Resolves PSPP and related MSU Extension issues in the Department Head's absence.
Communicates on behalf of the Department Head, including sharing communications to the PSPP department and related MSU Extension colleagues.
Provides administrative support for Retention, Tenure, and Promotion processes. Includes maintaining current list of faculty RTP review schedules, adhering to departmental and university review processes, and answering questions regarding RTP or directing faculty to the Provost's office as needed, as well as scheduling departmental RTP meetings.
Office Management
Works closely with the Department Head, Administrative and Academic Services Specialist, and Fiscal Operations Manager to facilitate overall operations of the Plant Sciences department and associated MSU Extension operations in compliance with internal policies and processes.
Provides property management support for department offices, common spaces, classrooms, conference rooms, and research laboratories. Includes responsibility for ensuring that electronic equipment such as smart podiums, copiers, laptops, are functioning. May assist the Fiscal Operations Manager with input regarding the purchase process for these @types of equipment. Includes processing key requisitions; communicating with Facilities regarding building and equipment issues including hoods, faucets, etc.; scheduling rooms for campus-wide use; maintains online MSU Directory for all PSPP and related MSU Extension personnel.
Serves as departmental Telephone Coordinator, FedEx Shipping Manager, and serves as a Notary Public as needed.
Manage departmental projects in all PSPP and related MSU Extension facilities throughout life of project.
Plans events, including securing facilities, preparing schedules, promoting events, and, where appropriate, arranging meals, lodging, and transportation. This may include participating in events as on-site staff. Also includes scheduling phone answerers for Montana Ag Live!
With the Administrative and Academic Services Specialist, maintains an open and accessible department office, in accordance with State of Montana business hour expectations, opening and closing the office in collaboration with the Administrative and Academic Services Specialist.
Human Resources Liaison
Serves as the first contact for hiring and payroll processing, and related problem resolution for PSPP and related MSU Extension employees.
Manages recruitment and hiring processes and occasionally serves on search committees where appropriate.
Creates and processes various @types of appointments and appointment changes for faculty (tenure-track, non-tenure-track, and research appointments) and staff (permanent, short-term and temporary, and professional). Students (including undergraduate student employees and graduate students are appointed by the Administrative and Academic Services Specialist).
Processes new employee forms, conducts pre-payroll reports and audits, submits EPAFs, and resolves discrepancies for PSPP and related MSU Extension employees.
Educates employees on submission of hours through MyInfo, pay dates, and troubleshooting.
Communicates with department employees regarding changes in procedures to payroll, deadlines, etc., as well as annual performance evaluations.
Additional responsibilities include but are not limited to:
Provides backup to the Administrative and Academic Services Specialist in day-to-day operations regarding student services as needed.
Maintains PSPP and related MSU Extension web pages (excluding student web pages, which are maintained by the Administrative and Academic Services Specialist); publish new web pages as requested.
Posts to the PSPP and related MSU Extension Facebook page on a regular basis.
Required Qualifications - Experience, Education, Knowledge & Skills
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 and professional demeanor.
Advanced proficiency in Microsoft Word and Excel, with experience formatting professional documents.
Preferred Qualifications - Experience, Education, Knowledge & Skills
Demonstrated experience using human resources principles, practices, and techniques including hiring and payroll oversight.
Administrative experience supporting or interfacing with executive-level personnel.
The Successful Candidate Will
Possess excellent written and verbal communication skills and the ability to articulate detailed information and policies and procedures, both verbally and in writing to a wide variety of constituents.
Have the ability to manage sensitive and confidential situations and records appropriately.
Possess the ability to troubleshoot problems and have candid conversations.
Establish and maintain productive and positive working relations with coworkers, faculty, students, supervisors, and the public.
Work independently with minimal supervision and as part of a team.
Ability to effectively liaison with associated MSU and MSU Extension Departments.
Possess the ability and skill to interpret, implement and communicate new policies and procedures.
Represent the College of Agriculture, MSU Extension, and MSU 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 completion of a successful search
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on April 16, 2025; 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.
