Office Manager
Montana State University
Position Details Position Information Announcement Number STAFF - VA - 24341 For questions regarding this position, please contact: James Tobin
(406) 994-2345
jtobin@montana.edu Classification Title Program Mgr Working Title Office Manager Brief Position Overview Great opportunity to utilize your strong communication skills while coordinating with a diverse group of constituents. This position is crucial to the organization and business operations of the President’s Office. Position Number 4M1395 Department President's Office Division President's Office Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Exempt Union Affiliation Exempt from Collective Bargaining FTE 1.0 Benefits Eligible Eligible Salary Starting $60,000 annually, commensurate with experience, education, and qualifications. Contract Type Classified Salary If other, please specify Recruitment Type Open Position Details General Statement President’s Office staff are involved in complex and varied activities serving Montana State University’s broad and vital constituent base. The incumbent in this position is the President’s Office first point of contact for in person, written and electronic inquiries on matters requiring the attention or notification of the President and other Office staff. The incumbent is also responsible for administrative duties related to the Office’s general management. This person will also support other offices and departments that work closely with the President’s Office. The position requires outstanding public service ability, strong communication, organization and judgement skills, and professionalism in all aspects of the job. Duties and Responsibilities Primary duties: Communicate professionally and interact regularly with university administration, faculty, staff, student, public, state, national and international officials, alumni, donors and friends of Montana State University. Serve as first point of contact for President’s office as front office reception and greeter. Oversees front office operations and supervises student associates. Manages President’ Conference Room and parking for guests and associated logistics. Perform administrative and office management duties in support of the President’s Office, and liaise with partnering offices, such as Fiscal Shared Services, Legal Counsel and Provost Office. Coordinate and/or produce large mailings or materials for university-wide events hosted by the President. Facilitate periodic communications from the President’s Office, including website maintenance and internal and external correspondence on behalf of President and committees under leadership of President. Organizes and files mail/packages received for the President’s Office and other affiliated offices. Oversees sponsorships on behalf of Presidents Office as well as auctions and donations. Contribute to the coordination of travel for the President and other office staff, including booking and coordinating expense reconciliation with Fiscal Shared Services. Oversees Chrome River expense reporting, employee reimbursements, accounts payable, accounts receivable, and internal and external transfers. Serves as account manager for purchasing card transactions, including monthly report compilation. Processes faculty travel and student scholarships and serves as administrative assistant to any visiting fellowships. Oversees management and purchasing of office equipment, supplies, and any monthly bills or subscriptions associated within office.
Secondary duties: Perform additional administrative duties in support of the President’s Office, as needed and back-up to Executive Assistant to the President. Support other offices including the Vice President of Research and Economic Development, Provost Office, and Vice President for Administration and Finance administratively, with event support, and other projects as requested. Required Qualifications – Experience, Education, Knowledge & Skills Demonstrated relevant experience within a complex, fast-paced professional office, including progressively responsible experience with a customer service focus. Undergraduate degree from an accredited institution of higher education with related work experience and/or equivalent combination of education and/or experience. Demonstrated experience dealing with diverse groups of individuals and situations with a high degree of tact and diplomacy. Demonstrated experience progressing multiple simultaneous projects, working efficiently under pressure and managing conflicting priorities. Demonstrated successful experience handling confidential information. Familiarity with expense reporting, employee reimbursements, accounts payable, accounts receivable, and managing purchasing card transactions, including monthly report compilation. Demonstrated competence in Microsoft Office software and standard office equipment. Preferred Qualifications – Experience, Education, Knowledge & Skills Experience working in a higher education setting. Demonstrated commitment to, and involvement in, strong service orientation. The Successful Candidate Will Exercise sound judgment and establish effective relationships with all levels of the organization Be flexible and work productively as a member of a team Be confident and competent in oral communications with fellow employees and the public in person, over the telephone and electronically Have refined organizational and time management skills. Position Special Requirements/Additional Information May require some evening and weekend duties based upon event schedule.
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 May 21, 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 Applicant Documents Required Documents Resume Cover Letter Optional Documents Supplemental Questions
(406) 994-2345
jtobin@montana.edu Classification Title Program Mgr Working Title Office Manager Brief Position Overview Great opportunity to utilize your strong communication skills while coordinating with a diverse group of constituents. This position is crucial to the organization and business operations of the President’s Office. Position Number 4M1395 Department President's Office Division President's Office Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Exempt Union Affiliation Exempt from Collective Bargaining FTE 1.0 Benefits Eligible Eligible Salary Starting $60,000 annually, commensurate with experience, education, and qualifications. Contract Type Classified Salary If other, please specify Recruitment Type Open Position Details General Statement President’s Office staff are involved in complex and varied activities serving Montana State University’s broad and vital constituent base. The incumbent in this position is the President’s Office first point of contact for in person, written and electronic inquiries on matters requiring the attention or notification of the President and other Office staff. The incumbent is also responsible for administrative duties related to the Office’s general management. This person will also support other offices and departments that work closely with the President’s Office. The position requires outstanding public service ability, strong communication, organization and judgement skills, and professionalism in all aspects of the job. Duties and Responsibilities Primary duties: Communicate professionally and interact regularly with university administration, faculty, staff, student, public, state, national and international officials, alumni, donors and friends of Montana State University. Serve as first point of contact for President’s office as front office reception and greeter. Oversees front office operations and supervises student associates. Manages President’ Conference Room and parking for guests and associated logistics. Perform administrative and office management duties in support of the President’s Office, and liaise with partnering offices, such as Fiscal Shared Services, Legal Counsel and Provost Office. Coordinate and/or produce large mailings or materials for university-wide events hosted by the President. Facilitate periodic communications from the President’s Office, including website maintenance and internal and external correspondence on behalf of President and committees under leadership of President. Organizes and files mail/packages received for the President’s Office and other affiliated offices. Oversees sponsorships on behalf of Presidents Office as well as auctions and donations. Contribute to the coordination of travel for the President and other office staff, including booking and coordinating expense reconciliation with Fiscal Shared Services. Oversees Chrome River expense reporting, employee reimbursements, accounts payable, accounts receivable, and internal and external transfers. Serves as account manager for purchasing card transactions, including monthly report compilation. Processes faculty travel and student scholarships and serves as administrative assistant to any visiting fellowships. Oversees management and purchasing of office equipment, supplies, and any monthly bills or subscriptions associated within office.
Secondary duties: Perform additional administrative duties in support of the President’s Office, as needed and back-up to Executive Assistant to the President. Support other offices including the Vice President of Research and Economic Development, Provost Office, and Vice President for Administration and Finance administratively, with event support, and other projects as requested. Required Qualifications – Experience, Education, Knowledge & Skills Demonstrated relevant experience within a complex, fast-paced professional office, including progressively responsible experience with a customer service focus. Undergraduate degree from an accredited institution of higher education with related work experience and/or equivalent combination of education and/or experience. Demonstrated experience dealing with diverse groups of individuals and situations with a high degree of tact and diplomacy. Demonstrated experience progressing multiple simultaneous projects, working efficiently under pressure and managing conflicting priorities. Demonstrated successful experience handling confidential information. Familiarity with expense reporting, employee reimbursements, accounts payable, accounts receivable, and managing purchasing card transactions, including monthly report compilation. Demonstrated competence in Microsoft Office software and standard office equipment. Preferred Qualifications – Experience, Education, Knowledge & Skills Experience working in a higher education setting. Demonstrated commitment to, and involvement in, strong service orientation. The Successful Candidate Will Exercise sound judgment and establish effective relationships with all levels of the organization Be flexible and work productively as a member of a team Be confident and competent in oral communications with fellow employees and the public in person, over the telephone and electronically Have refined organizational and time management skills. Position Special Requirements/Additional Information May require some evening and weekend duties based upon event schedule.
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 May 21, 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 Applicant Documents Required Documents Resume Cover Letter Optional Documents Supplemental Questions
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