Careers at UMass Amherst

Department Manager - Languages, Literatures, and Cultures Department

Apply now Job no: 514719
Work type: Staff Full Time
Location: UMass Amherst
Department: Languages Literat. & Cultures
Union: PSU
Categories: Human Resources, Accounting/Finance/Budget, Administrative/Office Support, College of Humanities & Fine Arts

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

The Languages, Literatures, and Cultures (LL&C) Department Manager provides continuity of department management, oversight and coordination of financial and facilities functions for the largest department in the College of Humanities and Fine Arts. Acts as the immediate supervisor for department professional staff and indirect supervisor for department classified staff, dealing proactively with trouble areas, expediting all delegated administrative responsibilities. Responsible for providing supervision of the business affairs and fiscal policy of the department, as developed with the department’s Chair, Associate Chair, and faculty.

 

Essential Functions

  • Serves as Department Manager and immediate supervisor of department professional staff and indirect supervisor of department clerical staff including recruitment, selection, training, evaluation, and work assignment. In consultation with the Chair and Associate Chair, re-evaluates work assignments as needed. Proactively addresses issues related to supporting a positive work environment for staff including workload and relationships with faculty and students.
  • Supervises the department’s fiscal processing; overseeing coherent bookkeeping and accounting practices, including reconciliation or internal records with UMass system records. Serves as principal link between department and the University’s Unified Procurement Services Team (UPST) and Controller’s Office in order to prepare financial statements and reports. Provides advice and guidance to the Chair and unit administrators; administers department funds and assures compliance with all policies and procedures. Processes all types of expenditures including budget and revenue transactions; acts as liaison between units in the department and Research and Engagement, Controller’s Office, and the Development Office.
  • Authorizes transactions, monitors and controls annual budgets, and processes transactions on all accounts in LL&C. Initiates purchase requisitions utilizing the State contracted vendors as required. Reconciles monthly LL&C One Card (credit card) statements. Completes business and travel expense reimbursements for faculty and graduate students. Reconciles monthly accounting reports for accuracy and researches any issues.
  • Oversees the departments budget for graduate teaching assistantships, monitors all Teaching Assistant contacts (about 100 contracts).
  • Provides the Chair with long and short-term budget projections, annual reports, and monthly financial reports.
  • Collaborates with the Chair on budgetary planning. Sole designee to Chair on financial matters. Represents Chair in financial meetings.
  • Regularly meets with unit directors to evaluate budgets, discuss spending including graduate student assistantships, and formulate long range planning.
  • Manages personnel actions. Prepares appointment and reappointment forms for faculty and visiting lecturers.
  • Prepares documentation for visas for international faculty as required.
  • Serves as liaison to Physical Plant and Facilities and Campus Planning as Herter Hall building coordinator. Generates necessary work orders for facilities upkeep or renovations, and coordinates work based on departmental needs in conjunction with CHFA Facilities Coordinator.
  • Provides administrative support to the Chair and Associate Chair, including responding to a broad range of budget-based inquiries.
  • Coordinates special events including conferences, meetings, and lectures.
  • Serves as Network Communications Representative for LL&C, which includes telephones, voicemail, and internet setup and maintenance.
  • Assists the Chair in managing office space assignments for faculty, staff, and graduate teaching assistants. Completes the Departmental Space Audit as required by Campus Planning and Space Management.
  • Serves as assistant to the Chair, including acting as the Chair’s liaison with faculty members, Dean’s Office, and other University offices for external constituents.

 

Other Functions

  • Performs other duties as assigned.

 

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

  • Bachelor’s Degree and a minimum of two (2) years of relevant experience; OR an Associate’s Degree and three (3) years of relevant experience.
  • Ability to multi-task and work effectively under pressure with a high degree of independence, competent judgement, and initiative.
  • Excellent written and interpersonal communication skills, including the ability to interact effectively with a diverse population of staff, faculty, students, and off-campus constituents.
  • Ability to promote a positive working environment, include collaborative, transparent, and engaging working relationships.
  • Strong computer skills including at least intermediate expertise with Microsoft Office Suite and ability to collate data from multiple sources.

 

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

  • Previous supervisory experience with strong skills in organizing administrative activities and motivating support staff.
  • Demonstrated broad knowledge of personnel and fiscal management procedures.
  • Experience working in a higher education administration environment.

 

Physical Demands/Working Conditions

  • Typical office environment activity. 

 

Work Schedule

  • Monday - Friday, 8:00 am – 4:00 pm (37.5 hours a week).

 

Salary Information

Level 26

PSU Salary Ranges

 

Special Instructions to Applicants

Along with the application, please submit a resume, cover letter, and contact information for three (3) professional references. The search will 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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