Business Operations Manager, Western SARE

Montana State University, Inc•Bozeman, MT

38d

About The Position

SARE is a national program funded by the US Department of Agriculture National Institute of Food and Agriculture (USDA-NIFA) that focuses on enhancing sustainable agriculture across the US and its territories and protectorates. The SARE program is comprised of four regions with Montana State University serving as the Host Institution for the Western region. With an annual budget of $10 million, Western SARE provides support to farmers, ranchers, researchers, extension agents, ag professionals and consultants, and graduate students, through a system of competitive annual grants, professional development training, and outreach. The SARE program is producer-centered and aims to address producer-identified agricultural problems and supports grassroots initiatives.To learn more about Western SARE please visit: Western SARE

Requirements

Demonstrated experience working with a wide range of individuals and situations with a high degree of tact and diplomacy.
Demonstrated experience successfully planning and executing all aspects of meetings, events, and making travel arrangements.
Demonstrated competence using standard office equipment, personal computers and various software such as MS Office, and collaborative programs (SharePoint, Google Drive) and databases.
Demonstrated competence in utilizing videoconference applications (e.g. Zoom, Teams, Webex).
Demonstrated experience taking accurate meeting minutes for the purpose of record keeping and dissemination.

Nice To Haves

Experience applying and interpreting applicable institutional, local, state, and federal regulations and related standards, guidelines, and policies.
Previous experience working in a higher education setting and/or with federal programs.

Responsibilities

Organize a minimum of three in-person meetings per year for ~25-35 attendees that require out-of-state travel:
Research meeting venues/hotels, solicit quotes and negotiate meeting room, audio-visual equipment, catering and lodging costs while maintaining compliance with MSU and Federal policies.
Produce cost estimates for review and approval.
Work with MSU Procurement to secure selected venue and finalize contract.
attend and serve as first point-of-contact among meeting venue staff, Western SARE staff and attendees; provide on-the-ground support to attendees and staff.
Make catering and dining arrangements with meeting venue and outside vendors.
Research and secure ground transportation for meetings as needed.
Make and confirm travel arrangements, including researching itineraries, booking flights, and reserving lodging.
Work with the fiscal team to carefully track, reconcile costs and pay for travel and event expenses such as airfare, meeting venue rental/hotels and ground transportation.
Maintain accurate records of all meeting costs, organize receipts and work closely with fiscal staff to ensure all expenses are accounted for.
Makes travel arrangements for the Regional Coordinator and Deputy Regional Coordinator; submit pre-travel authorizations.
Assist with producing, compiling, and disseminating documents for meeting binders.
Capture meeting minutes as needed; edit and disseminate in a timely manner.
Provide high-level administrative support to the Regional Coordinator and Deputy Regional Coordinator and the Western SARE Administrative Council (AC).
Establish and schedule meeting times, send out invites and reminders; request and compile agenda items and provide in advance of meetings.
Maintain the shared office calendars.
Maintain office and meeting supplies/equipment and printed materials.
Oversee electronic filing system on Microsoft SharePoint and Google Drive.
Coordinate printings and mailings.
Serve as primary point-of-contact for general inquiries by managing phone and email correspondence.
Supervise Western SARE student and/or short term workers.Assign appropriate tasks; provide guidance and feedback.
Coordinate recruitment and hiring efforts as staff vacancies arise; serve as liaison to HR; assist with onboarding.
Reconcile p-card charges.
Solicit necessary documentation for travel reimbursements.
Assist with processing travel reimbursement for both employees and non-employees.
Utilize SmartBuy to order supplies and create contracts.
Process payments when requested.