Business Operations Manager, Western SARE
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Job Location:
Bozeman, MT - USA
Monthly Salary:
Not Disclosed
Posted on:
2 days ago
Vacancies:
1 Vacancy
Job Summary
Duties And Responsibilities
Meeting Management and Travel Arrangements 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. Administrative Support & Office Management Organize Western SARE office space resources and meetings: 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. Fiscal Duties Work closely with the Fiscal Manager and Accounting Associate to: 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.
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. Work for long periods of time at a computer or on the telephone. Occasionally move and/or transport small meeting equipment supplies and materials (e.g. cases weighing up to 50 lbs) Occasionally move rearrange and organize equipment office supplies and printed materials.
Meeting Management and Travel Arrangements 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. Administrative Support & Office Management Organize Western SARE office space resources and meetings: 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. Fiscal Duties Work closely with the Fiscal Manager and Accounting Associate to: 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.
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. Work for long periods of time at a computer or on the telephone. Occasionally move and/or transport small meeting equipment supplies and materials (e.g. cases weighing up to 50 lbs) Occasionally move rearrange and organize equipment office supplies and printed materials.
Required Experience:
Manager
Key Skills
- Disaster Recovery
- Order Management System
- SAFe
- TOGAF
- Business Management
- White Papers
- Investment Banking
- Middleware
- Project Management
- Sharepoint
- Order Fulfillment
- Google Suite
