Business Operations Manager - Bozeman, MT

  • Gallatin College
  • Bozeman, MT, USA
  • May 31, 2022
Full time Event Management Operations Project Management Senior Level Writing Skills

Job Description

Position Details

Position Information


Announcement Number STAFF - VA - 22232
For questions regarding this position, please contact:
Stacy Nation-Knapper at (406) 994-4262 or
Classification Title Admin Assoc IV
Working Title Business Operations Manager
Brief Position Overview
The Department of Psychology is searching for an energetic and motivated individual to supervise and manage all administrative support activities of the department. The Business Operations Manager oversees fiscal, HR and student support services while providing critical assistance to the Department Head and faculty in their mission to provide outstanding educational and research opportunities to the students at Montana State University.
Position Number 4M0034
Department Psychology
Division College of Letters & Science
Appointment Type Classified
Contract Term Fiscal Year
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 $20.49 per hour, commensurate with experience, education, and qualifications.
Contract Type Classified Salary
If other, please specify  
Recruitment Type Open
Position Details


General Statement
The mission of the Psychology Department contains five elements summarized as 1) support faculty and student discovery of new knowledge, 2) integrate teaching and research in a collaborative manner, 3) educate majors in psychological knowledge, 4) educate non-majors through core classes, and 5) serve Montanans through sharing our expertise and collaborations on and off campus. The department offers a B.S. and Ph.D. in Psychological Science and has 16 faculty members, one operations manager, one academic services coordinator, and approximately 600 students.

The Business Operations Manager provides high level of administrative and management support to the operation of various departments within the College of Letters and Science. This includes serving as the executive assistant for the Department Head; providing fiscal oversight and budget management for all departmental funds, including monitoring expenditures, managing Pcard activity, performing analyses, providing budget projections, and reallocation of resources when necessary; coordinating events, supervising other staff in the office; and administering the day-to-day operations of the department.

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. Links to the University Strategic PlanOffice of Diversity and InclusionBlack, Indigenous, and People of Color (BIPOC) PlanCLS Commitment to Diversity, Equity, and Inclusion; and CLS newsletter, Diversity Matters are all embedded here for reference. 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.
Duties and Responsibilities
Executive assistant to the Department Head
    • Works closely with the Department Head to facilitate overall operations.
    • Provides departmental and program data and implements decisions.
    • Researches and prepares data on budgetary and academic issues, such as course offerings, enrollments, and course loads to provide supporting documentation to manage curricula.


Fiscal Manager
  • Budgets and oversees the state index including main salaries and operations.
  • Prepares budgets for graduate student programs, graders, and all events, including conferences and/or student field trips.
  • Serves as account manager for purchasing card transactions, including monthly report compilation.
  • Processes faculty travel and student scholarships.
  • Serves as departmental liaison with Fiscal Shared Services for the centralized accounting services.

Conference and Event Organizer
  • Makes arrangements for 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.

HR Liaison
  • Serves as the first contact person for hiring and payroll issues.
  • 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.

Operations Manager
  • Oversees the daily functions, workloads, and services of the department.
  • Provides support for curriculum assessment activities, and for Promotion and Tenure processes.
  • Oversees department property management for departmental offices, common space, classrooms, conference room, and research lab property issues for 9 TT faculty and 9 NTT faculty covering all of the 3rd and 4th floors of Traphagen Hall and some space in AJM Johnson Hall, including: E-scrap inventory and arrangement of disposal; sensitive and minor inventory tracking; classroom and common space design, material purchase, and implementation; disposal of surplus property; working with multiple on-campus and off-campus offices and multiple funding sources during management of these duties.
  • Supervises the Administrative Associate III position and student employees.
Required Qualifications – Experience, Education, Knowledge & Skills
  1. A Bachelor’s Degree or progressively responsible administrative/office management experience with an emphasis on fiscal or operations management, or an equivalent combination of relevant education and experience.
  2. Demonstrated competence managing fiscal and budget records, generating multiple reports and communicating complex information effectively to various constituents (student, staff, faculty, executives).
  3. Demonstrated competence organizing and managing events.
  4. Demonstrated excellent customer service skills.
  5. Demonstrated competence using personal computers and various software such as word processing, spreadsheets, database, presentation, email and internet. Microsoft Office software preferred.
Preferred Qualifications – Experience, Education, Knowledge & Skills
  1. Knowledge of MSU procedures and policies or previous experience working in an academic department in a higher education setting.
  2. Progressively responsible supervisory or management experience.
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.
  • Good judgment and self-motivation.
  • Skill at prioritizing, organizing, and working on multiple projects.
  • Demonstrated capacity for leadership.
  • Successful experience hiring, training, supervising and mentoring employees.
  • Represent the Psychology Department, College of Letters and Science 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? Yes
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:
Review of applications will be on a continual basis and will continue until the position is filled.
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:

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter