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AE Business Services & Operations Manager

Apply now Job no: 510380
Work type: Staff Full Time
Location: UMass Amherst
Department: Auxiliary Services
Union: PSU
Categories: Administrative/Office Support, Food Service/Hospitality

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

Under the general direction of the Director of Finance and Business Services, the AE Business Services & Operations Manager is responsible for managing the AE Business Service Center, managing activities in the AE accounts payable (AP) and AE accounts receivable (AR), UMass Amherst vending contract administration, AE grant administration and Top of the Campus Inc. and Faculty Club Inc. vendor administration.


Essential Functions

  • Directs AE Business Services areas functions including AP, AR, Grants, Vending contracts, and TOC Inc. to ensure all tasks are accomplished and completed. Develops and maintains key performance indictors which measure performance and efficiency of the AR and AP processes. Manages the Top of the Campus Inc. external vendors, payments and bank reconciliations and annual liquor license renewal.
  • Responsible for all AE federal, state and local taxes, meal & beverage tax, BID and Occupancy fees etc.
  • Continuous improvement of AE Business Center practices, AR and AP processes with automation and procedural enhancements keeping in line with UMass Amherst policies; responsible for departmental accounting procedures and practices for the MBU; Researches, recommends and oversees implementation of AE Business Office system IT improvements and upgrades. 
  • Contributes information to strategic plans; prepares ad hoc financial reports for managers, provides assistance to AE managers on business matters relating to invoicing, billing, payments, accounts receivable and reconciliation.
  • Manages all aspects of AE Business Office employee selection and on boarding including selecting, orienting, training, cross training, assigning, scheduling, coaching, counseling, and disciplining employees; communicating job expectations; planning, monitoring, appraising job contributions; adhering to policies and procedures.
  • Manages vending contract terms, resolves issues with vendors regarding financial concerns with campus customers including SGA. Collaborates with Procurement on vendor bid specifications. Performs onsite visits, investigates new locations, service calls and processes. Pursues additional vending opportunities with current vendors or new vendors.
  • Administers AE grants from outside agencies. Works closely with Principal Investigators, OGCA, Grant Accountant and others to ensure contract is followed and funds are used appropriately.


Financial Responsibilities

  • Applies and conforms with internal financial policies to ensure transactions are processed properly (e.g. Tax, HR, Legal, Federal).
  • Ensures accuracy of recorded data through the use of analytical reports and reconciliations.
  • Utilizes financial databases and systems to manipulate and analyze financial date for internal and external reporting and decision making.
  • Recommends policy and procedure changes to ensure compliance with all applicable rules and regulations, including internal control.


Other Functions

  • Performs other duties as assigned.


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

  • Bachelor’s degree in business administration, management, accounting or relevant field.
  • Minimum of 5 years business experience
  • Experience in supervising staff in an office setting
  • Strong knowledge of accounts receivable, accounts payable, contract management, and grand administration processes and procedures.
  • Demonstrated competency with Microsoft Office products.
  • Excellent written and oral communication skills.
  • Ability to work independently and with diverse constituencies.
  • Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with University policy.
  • Contributes toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.
  • Understands and contributes to implementation of departmental and institutional goals for achieving nondiscrimination and creating a respectful, inclusive environment that is supportive of diversity.
  • Uses access to sensitive and/or not yet public university related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others.


Work Schedule

M-F 8:30a-4:30p


Salary Information

Level 28


Special Instructions to Applicants

Please submit a cover letter, resume, and contact information for three professional references. Position may remain open until filled.


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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