Program Operations Specialist, Western SARE

Position Details

Position Information

Announcement Number STAFF - VA - 26385

For questions regarding this position, please contact:

Gretchen Kroh

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Classification Title Program Mgr

Working Title Program Operations Specialist, Western SARE

Brief Position Overview

Join the Western Sustainable Agriculture Research and Education ( WSARE ) team in a highly dynamic role that is foundational to staff and regional program functioning. This role is instrumental in end-to-end meeting planning for key stakeholders, providing indispensable operational support to the ( WSARE ) Regional Coordinator, Deputy Regional Coordinator, and Fiscal Manager, and serves as the main liaison for administrative support for WSARE’s Administrative Council members. This position reports to the Deputy Regional Coordinator.

Position Number 4N1930

Department Western SARE

Division College of Agriculture/MAES

Appointment Type Classified

Contract Term Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA Non-Exempt

Union Affiliation FOCUS-MFPE

FTE 0.75 - 1.0

Benefits Eligible Eligible

Salary $24.388 - $26.50 hourly, commensurate with experience, education, and qualifications.

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

Position Details

General Statement

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 (

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.

• 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 meeting attendees, including tour bus and airport/venue shuttle companies 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. Follow up as needed with venues to settle billing discrepancies.

• Maintain accurate records of all meeting costs, organize receipts and work closely with fiscal staff to ensure all expenses are accounted for.

• Assist with producing and compiling materials for each meeting; disseminate in a timely manner.

• Capture meeting minutes as needed; edit and disseminate in a timely manner.

Administrative Support & Office Management

• Manage Western SARE office space, resources and meetings:

• Provide administrative support to the Regional Coordinator and Deputy Regional Coordinator and the Western SARE Administrative Council (AC) committees as needed.

• Manage meeting logistics, including establishing meeting times, scheduling video conferences and sending out invites and reminders; request and compile agenda items and provide in advance of meetings.

• Provide assistance with virtual technical review panels and webinars when needed.

• Maintain shared office calendars.

• Maintain and organize electronic filing systems on Microsoft SharePoint and Google Drive.

• Become proficient in using the SARE Grants Management System (database) to assist with program management.

• 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 between HR and Western SARE throughout the process and assist with onboarding.

Fiscal Duties

• Work closely with the Fiscal Manager and Accounting Associate to:

• Reconcile p-card charges and meeting expenses in a timely manner.

• Solicit necessary documentation for travel reimbursements.

• Assist with processing travel reimbursement for both employees and non-employees.

• Work effectively in SmartBuy MSU for purchasing, creating contracts, and processing payments.

Required Qualifications – Experience, Education, Knowledge & Skills

• Associate or bachelor’s degree and one year of experience in support or administrative roles or an equivalent combination of education and relevant administrative experience.

• 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 and events.

• Demonstrated competence using standard office equipment, personal computers and various software such as MS Office, and collaborative programs (SharePoint, Google Drive) and databases.

• Demonstrated experience taking minutes at meetings and synthesizing them into coherent and cohesive documents for the purpose of record keeping and dissemination.

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Experience applying and interpreting applicable institutional, local, state, and federal regulations and related standards, guidelines, and policies.

• Knowledge of MSU procedures and policies or previous experience working in a higher education setting and/or with federal programs.

• Experience working with purchasing/contract software and databases

• Experience developing cost estimates, reconciling expenses, and processing payments.

• Experience supporting mid-to-senior level staff

• Demonstrated competence in utilizing videoconference software for meetings, trainings, presentations, etc.

The Successful Candidate Will

The successful candidate will:

• Possess excellent communication and interpersonal skills, and demonstrate competence in communicating information in person, by phone, and email.

• Manage time effectively; work efficiently with minimal supervision and meet deadlines.

• Demonstrate accuracy, attention to detail, and thoroughness in their work product.

• Provide excellent customer service; promptly respond to emails and phone calls.

• Maintain a positive attitude; establish and support effective working relations with co-workers and the public.

• Represent MSU and Western SARE to others in a professional and courteous manner.

• Adapt to and learn new software and technology as needed to perform job duties.

• donahLearn, adhere to and implement program policies and procedures.

• Use good judgement; maintain confidentiality of records and information.

Position Special Requirements/Additional Information

• Continuation of employment is contingent upon availability of funding.

• Position requires in- and out-of-state travel to facilitate and attend a minimum of three in-person meetings per year. Meeting duration, including travel time, is from four-to-five days.

• Position requires occasional evening and weekend work.

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.

• 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.

This position has supervisory duties? Yes

Posting Detail Information

Number of Vacancies 1

Desired Start Date

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on May 14, 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

This position is not eligible for new sponsorship.

EEO Statement

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

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.