Job Details

Operations and Personnel Manager Office of the Vice Provost for Student Success

Company name
The University of Montana

Missoula, MT, United States

Employment Type

Hr, Administrative, Project Management, Education

Posted on
Apr 28, 2023

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University of Montana

invites applications for an

Operations and Personnel Manager

to join the

Office of the Vice Provost for Student Success (VPSS)

. The Operations and Personnel Manager provides direct support for the Office of the Vice Provost for Student Success, the Vice Provost for Student Success, the Associate Vice Provost for Student Success, the Director of Budget and Fiscal Affairs and indirect support for the Directors within our division. The duties and responsibilities require this position to support the advancement of the division’s initiatives and programs; manage office functions in a busy, fast-paced environment; successfully coordinate multiple projects simultaneously; evaluate projects and initiatives for quality improvement; analyze and/or research complex situations; organize logistics for meetings and events; supervise student employees; and provide excellent guest service.

The Operations and Personnel Manager is expected to show professionalism, initiative, sound judgment, tact, and discretion while performing numerous complex responsibilities and maintaining appropriate confidentiality of records and information. The Operations and Personnel Manager will report to the Director of Budget and Fiscal Affairs and will respond to direction and guidance from the Vice Provost and Associate Vice Provost for Student Success.

Essential Duties

Duties include, but are not limited to the following:

Maintains the calendar and provides administrative support for the VPSS and may assume other scheduling responsibilities for the Associate Vice Provost for Student Success and the Director of Budget and Fiscal Affairs.

Provides administrative support to the Vice Provost for Student Success in the management of students’ records. Performs Banner searches, assigns and removes registration holds, enters and updates student conduct screens in Banner, Maxient, and other student databases; schedules appointments and provides needed follow-up as directed.

Manages and oversees office functions, and responds to questions about Division initiatives and responsibilities.

Appropriately responds to and directs walk-in traffic; responsible for supervising student staff to ensure adequate coverage of the office during open hours, including breaks and lunches.

Maintains strict confidentiality in all aspects of finance, personnel and student records information and holds student staff to the same expectations.

Works with the Student Advocacy Resource Center to manage the implementation and ongoing coordination of UM’s prevention education programs; responsible for serving as the primary point of contact for student questions about the programs and for providing accurate and clear communication and response to questions from students and other constituents.

Works with the Vice Provost for Student Success to coordinate the Admissions Review Committee process. Responsible for project management and maintaining a comprehensive tracking system to monitor applicants’ progress through the Admissions Review process and ensure that all necessary documents are submitted; maintains timely and clear communication with applicants about required documents; coordinates with the Admissions Office and other offices to provide timely and accurate information to applicants about deadlines and requirements for the review.

Works with Enrollment Services to execute semesterly enrollment functions (eligible to not enroll but not enrolled; bill pay) and projects.

Project oversight for division-wide functions and initiatives including committees, new staff orientations, Student Affairs Officers meetings and retreats, coordinating and ensuring updates to Division websites, and providing direct support on student cases.

Understands, interprets, and explains relevant University of Montana personnel, administrative and fiscal policies, procedures, and processes.

Manages and administers procurement, travel and payroll cycles for VPSS and assist other units as needed.

Assists with fiscal year end closing procedures and reporting.

Uses a variety of systems and databases, including Banner, UM DataWarehouse, GTO, Cascade, Maxient, Slate, and GrizMart.

Manages divisional interface with Human Resource Services including facilitation of recruitment, hiring, classification and compensation review, payroll, ETC

Responsible for ensuring division staff are compliant with required University trainings

Position Details

Position is full-time, 1.0 FTE, MUS Contract and includes a comprehensive and competitive benefits package including Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.

Salary for this position is $60,000-$70,000 per year commensurate with qualifications.

Required Skills

Exceptional time management skills and ability to complete tasks in a timely and efficient manner both independently and collaboratively;

Ability and willingness to take ownership for wide ranging responsibilities with accuracy and thoroughness and to proactively look for ways to improve and monitor work to ensure quality;

Ability to work independently and exercise discretion and sound judgment, in sensitive student, staff, or campus matters;

Ability to successfully coordinate multiple projects simultaneously and to evaluate projects and initiatives for quality improvement;

Ability to react well under pressure, manage competing demands, and adapt well to changing circumstances in a fast turnaround environment; show resourcefulness and work proactively;

Ability to effectively establish and maintain working relationships with peers and constituents at all levels of the university. Must be able to communicate effectively with administrators, faculty, staff, and students;

Demonstrated skill in the operation of personal computers and related word processing, spreadsheet and database software, the ability to update web content, as well as the ability to learn new software.

Ability to gather and process financial and programmatic information;

Provide in depth interpretation of policies and procedures, and making sound recommendations as needed to increase efficiency and compliance.

Demonstrated work ethic that includes integrity, reliability, and a strong sense of responsibility to the division

Required Qualifications

Associate's degree and two (2) years related work experience or an equivalent combination of education and experience

Preferred Skills

Experience with Banner, UM’s student records database;

Experience with Maxient, UM’s student conduct database;

Familiar with UM’s Prevention Education programs;

Experience with Cascade, UM’s web management tool;

Trained on Notification Dashboard, UM’s campus communication tool

About the Office of the Vice Provost for Student Success (VPSS) and UM

We are dedicated to fostering a campus community where students can experience being a Griz to the fullest. By definition, students are at the center of everything we do in Campus Life. We take great pride and care in providing learning opportunities that support each student's intellectual, social, cultural, emotional, and physical development. We do our best to serve the needs of students in all aspects of student life outside the classroom, while at the same time working with Academic Affairs to support student learning.

For more than 25 years, our programs and services have been an integral part of the campus community that continues to encourage, challenge, and prepare students for life. We are primarily responsible for managing the student experience outside the classroom. From housing and health to disability services and on-campus dining, we provide services and facilities that support students, promote learning, and encourage personal growth.

The University of Montana is flagship, research-intensive R1 institution with approximately 10,000 undergraduate and graduate students. It is located in Missoula, a culturally vibrant community of about 75,000, surrounded by mountains and three rivers converge. Abundant recreational opportunities in surrounding state and national forests and nearby Glacier National Park and Yellowstone National Park complement a thriving intellectual atmosphere.

To learn more about the University of Montana, Missoula, and the State of Montana, please visit the links below.

University of Montana

Video: Mission First, People Always

UM on YouTube

City of Missoula

Video: There's This Place

Destination Missoula

Missoula Area Chamber of Commerce

The State of Montana

Visit Montana

Criminal Background Investigation is required prior to Offer of Employment.

In accordance with University policy, finalists for this position will be subject to criminal background investigations.

ADA/EOE/AA/Veteran's Preference.

Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law.


*References not listed on the application materials may be contacted; notice may be provided to the applicant.


Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to essential job functions.

E mployment Eligibility.

All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).

Must be eligible to work in the United State upon hire. Sponsorship is not available for this position.

Company info

The University of Montana
Website :

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