Careers at UMass Amherst

Department Manager/Assistant to Department Head - Physics (Hybrid Opportunity)

Apply now Job no: 516760
Work type: Staff Full Time
Location: UMass Amherst
Department: Physics
Union: PSU
Categories: Human Resources, College of Natural Sciences

About UMass Amherst 

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region. 


Job Summary 

Provides management and supervision for the administrative and technical support services of the Department. Responsible for financial, personnel, facilities, and programmatic activities which support the Physics Department academic, research, and outreach missions.  


Essential Functions

  • Serves as chief financial officer for the department:  
    • Develops, assesses, and administers complex departmental budgets, projections, and spending plans. 
    • Analyzes, forecasts, and negotiates funding, making recommendations for short- and long-term planning. 
    • Makes spending decisions that support department operations and goals. 
    • Serves as resource and advisor on various fiscal matters, such as policies pertaining to new funding initiatives, cost sharing agreements, operation of departmental "cost centers,' additional compensation, and faculty startup agreements. 
    • Oversees and supervises research and department business office staff who carry out and maintain financial databases, records, and related activities. 
    • Primary liaison to College of Natural Sciences (CNS) financial staff regarding budgets and financial commitments. 
  • Oversees administration of the employment and personnel activities for the department: 
    • Ensures compliance with university policy and processes. 
    • Monitors faculty and staff searches, faculty promotion and tenure cases, staff evaluations, and position description updates. 
    • Supports the Department HR administrator as an additional resource for information related to Visa and other immigration documents required for new employees. 
  • Grant Administration:  
    • Oversees and provides support to faculty for grant proposals. 
    • Supervises and trains administrative staff to assist faculty with sponsored projects and related processes. 
    • Manages awards from federal, state, and non-profit sponsors. 
    • Acts as liaison with the Office of Grants and Contract Administration (OGCA), Controller's Office, subcontractors, and sponsors. 
  • Supervises all administrative staff, the machine shop foreman, and the computing services manager. Reviews and assesses staff assignments and facilitates changes as needed. 
  • Researches and prepares information or reports for reviews, strategic planning, surveys, statistical and historical data, and department short- and long-term plans. 
  • Gathers and prepares information for development and outreach materials and ensures the smooth preparation and facilitation of alumni events and programs. 
  • Oversees the completion and submission of the annual space survey for the Office of Campus Planning. Member of the Physics Department space planning committee. 


Other Functions

  • Performs related duties as assigned or required to meet Department, College, Executive Area/Division, and University goals and objectives. 
  • Works collaboratively and effectively to promote teamwork, diversity, equality, and inclusiveness.  
  • Works in partnership with colleagues within the CNS community and across the campus to support the Dean’s strategic priorities. 


Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • Bachelor’s Degree in Business Administration or a closely related field and three (3) years of relevant experience OR Bachelor’s Degree in any field with five (5) years of relevant experience.
  • Demonstrated understanding of fiscal management principles, budgetary/ fund accounting procedures, spreadsheets, and related accounting software. 
  • Strong interpersonal skills, including the ability and willingness to lead, advise, and train staff. 
  • Ability to maintain confidentiality. 
  • Ability to work with diverse populations of faculty, staff, students, administrators, and outside constituents. 
  • Demonstrated experience with grant and contract management, including proposal and award administration. 
  • Excellent written and oral communication skills. 
  • Excellent organizational skills and the ability to prioritize and balance multiple time-sensitive projects with critical deadlines amid frequent interruptions. 


Physical Demands/Working Conditions 

  • Typical office environment.


Work Schedule 

  • Monday – Friday, 8:30 am – 5:00 pm.
  • Required to work some nights and some weekends.
  • This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee's work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the Professional Staff Union, it is subject to the terms and conditions of the Professional Staff Union collective bargaining agreement.

Salary Information

Level 27 

Special Instructions to Applicants 

Along with the application, please submit a resume, cover letter, diversity statement (see below) and the contact information for three (3) professional references.  The search may remain open until filled.

As part of a commitment to their own multicultural community, CNS seeks an individual with a demonstrated commitment to diversity and one who will understand and embrace university initiatives and aspirations. In addition to application materials above, candidates will need to submit a Statement of Contribution to Diversity, Equity and Inclusion. The Diversity Statement should identify past experiences and future goals. These contributions may result from lived experiences, scholarships, mentoring, teaching, or outreach activities. ( 


UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University.  To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans.  It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action. 

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