Operations Coordinator - Academic Support Center.

General Statement

Montana State University Billings is a preferred employer in the region-WE WANT YOU!

The following are reasons why you should join our team :

• Work-life balance
• Holidays-10 paid holidays per year and 1 Floating Holiday
• Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases)
• Sick Leave Earned at an accrual rate of .0416125 for each hour in pay status.
• Employee and Dependent Tuition Waiver
• Opportunities to engage in professional development opportunities
• Committed to employee wellness and access to a robust Employee Assistance Program
• Medical Benefits that are robust and affordable
• Visit MUS Benefits to learn more about our benefit package includingMedical, Vision, and DentalLife Insurance and Long Term Disability are incorporated into our benefits.

Learn more about our retirement benefits at MUS Retirement.

• Opportunities for career growth and a variety of career paths
• Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc.
• Beautiful campus environment that features our MSUB Mile walking path

Duties and Responsibilities This position will assume extensive oversight related to the departmental budget including external funds, payroll, purchasing, catering and personnel / HR functions.

May also include some student advising and providing administrative support to faculty members. Will be actively involved in making key departmental decisions in conjunction with the ASC Director and Leadership team.

This position is 1.0 FTE based on a work schedule of 40 hours per week.

The Operations Coordinator ensures the effectiveness of administrative, technical, personnel, and clerical work for the Academic Support Center.

Assists faculty, staff, students, and employers in understanding the department’s services and resources. Responsible for ensuring the department follows all MSUB guidelines and policies, as well as departmental staff following all internal ASC policies.

This position will compile reports and perform all budgeting and reconciliation for the ASC. This position provides accurate and helpful information to current and potential students, and the public.

Will act as a liaison between students and staff across campus interfacing with students and providing accurate redirection and in-depth knowledge of campus departments and resources.

DUTIES and RESPONSIBILITIES :

• Directs all ASC front desk / first point-of-contact operations within the ASC
• Assists the leadership team with departmental scheduling and tracking student / tutor appointments made through EAB Navigate
• Provides leadership guidance and support for all ASC student and temporary employees
• Point of contact for programs and partnerships with multiple MSUB departments, including athlete tracking, Educational Talent Search / Upward Bound
• Participates in search committees and interviews for potential ASC employees as needed
• Performs departmental purchasing, supply tracking, and maintaining stock of goods and materials utilized in the ASC
• Organizes all catered events in the ASC and partner events with other MSUB departments
• Pays the department’s bills, tracks ASC expenses and keeps accurate records
• Approves timesheets and reviews for incorrect or inconsistent information, acts as departmental liaison with Payroll department
• Runs monthly budget reports, including all departmental indexes and any other department expenses
• Processes Electronic Personnel Action Forms and related hiring paperwork for all departmental staff
• Hires, trains, and supervises front desk staff for daytime, evening hours, and absences (with approval and collaboration of ASC Director)
• Reserves rooms for staff, students and personnel for their study groups, departmental meetings, events held in the ASC and classroom use
• Collaborates with multiple departments on campus

QUALITIES :

• Ability to establish effective working relationships with employees, other departments / agencies, and the general public
• Ability to exercise independent judgment when the occasion arises regarding processes and policies
• Ability to maintain confidentiality of records and information
• Ability to represent the department and the University with a high level of professionalism

Required Qualifications Experience, Education, Knowledge & Skills Education Required :

High School Diploma and 5+ years of general office / clerical experience and / or equivalent combination of education and experience

Experience Required :

• Excellent interpersonal, written, verbal communication, customer service and public relations skills
• Experience gathering and analyzing data and evaluating solutions and alternatives to determine and effectively provide final recommendations
• Experience in organizing and prioritizing simultaneous work assignments to meet deadlines while maintaining strong attention to detail
• Strong computer skills, including experience with Microsoft Office
• Supervisory experience, preferably in a dynamic, customer service-oriented environment

Preferred Qualifications Experience, Education, Knowledge & Skills Education Preferred :

Associate’s degree or higher and 3+ years of general office / clerical experience

Experience Preferred :

• Experience in the field of Higher Education
• Working knowledge of computerized student record information system (Banner)
• Technical knowledge of the key programs utilized by MSUB and the ASC (such as EAB Navigate)

The Successful Candidate Will Special Requirements Physical Demands