Careers at UMass Amherst

Business and Operations Manager - Institute for Diversity Sciences

Apply now Job no: 514744
Work type: Staff Full Time
Location: UMass Amherst
Department: Dean - Natural Sciences
Union: PSU
Categories: Human Resources, Accounting/Finance/Budget, Administrative/Office Support, 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

The Business and Operations Manager will lead finance, operations, administration, and human resources functions of the Institute of Diversity Sciences (IDS). This position plays a critical role in partnering with the IDS Director to make strategic and sound decisions that support research, professional development, and outreach missions of the Institute.

 

Essential Functions

  • Finance:
    • Develops, administers, and assesses budgets, projections, and spending plans. Analyzes and forecasts spending; makes recommendations for short and long-term planning and resource allocation decisions that support institute’s operations and goals.
    • Leads annual budgeting and planning process in conjunction with the Director. Administers and reviews all financial plans and budgets. Monitors progress and changes and keeps the director and associate director abreast of the organization’s financial status.
    • Manages fiscal activity related to sponsored research grants, contracts, gifts, and tracks financial commitments from UMass units. Tracks spending of gift and grant income accounts, ensuring effective use of the said funds and abiding by donor agreements.
    • Executes financial operations including procurement, credit card management, travel and expense reimbursements, deposits, and payables. Prepares and processes appropriate documentation to facilitate timely payment to vendors.
  • Human Resources:
    • Ensures employees have up-to-date job descriptions.
    • Manage recruitment of new staff and student workers; manage the onboarding process.
    • Provides oversight for payroll processing and administration.
    • Promotes healthy work environment and team connectedness across the institute.
    • Facilitates annual review process for all team members.
    • Promotes professional development of staff across the institute.
  • Operations and Administration:
    • Develops and manages systems and processes (e.g., HR, data management, membership management) to ensure smooth workflow.
    • Oversees all program operations and record-keeping systems to track programs, activities, and participation of stakeholders.
    • Manages Director’s schedule.
  • Facilities:
    • Provides oversight for maintenance of physical facilities.
    • Coordinates facilities-related needs with College of Natural Sciences business office and central facilities.
    • Maintains a clean and professional office environment and manages all office supplies.

 

Other Functions

  • Works collaboratively and effectively to promote teamwork, diversity and inclusiveness.
  • Maintains excellent working relationships with Controller’s Office, Sponsored Research Office, Corporate and Foundation Relations, CNS Administration, Central HR, and other units on campus.
  • Performs other duties as assigned in support of the mission and goals.

 

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

  • An Associate’s degree and six (6) years of work experience in finance, accounting, human resources, or a related field. A Bachelor’s degree may be substituted for two (2) years of the required experience.
  • In-depth, working knowledge of spreadsheet software applications and competence in running queries in computerized database.
  • Ability to work effectively, prioritize and be flexible in a high-paced environment.
  • Excellent organizational skills, high-level attention to detail, and the ability to complete assignments in a timely manner while balancing concurrent and potentially competing deadlines.
  • Excellent interpersonal skills and ability to maintain confidentiality.
  • Excellent written and oral communication skills.

 

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

  • Accounting experience with a successful track record in a financial management role.
  • Experience in general administrative management.
  • Experience serving in human resource function.
  • Excellent recordkeeping; able to maintain well-documented electronic files and manage data and workflow for all tasks to allow effective collaboration with others.
  • Experience working in an academic environment.
  • Knowledge of, and experience with, university financial systems, purchasing practices, grants administration system, human resource systems, and electronic workflows.
  • Ability to work with minimal supervision.

 

Physical Demands/Working Conditions

  • Typical office environment. 

 

Work Schedule

  • Monday – Friday, 8:30 am – 5:00 pm.
  • Required to work occasional evenings and weekends to support deadlines.

 

Salary Information

Level 26

PSU Salary Ranges

 

Special Instructions to Applicants

Along with the application, please submit a resume, cover letter, Diversity Statement (see below), and contact information for three (3) professional references. The search will 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, and/or mentoring, teaching, and outreach activities. (http://www.cns.umass.edu/diversity-equity-inclusion)

 

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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