Department Administrator (Hybrid Opportunity)

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 Department Administrator is the Department Chair's principal aid and advisor and an integral member of the senior administrative team in the Department of History, College of Humanities and Fine Arts. This position is responsible for playing a critical planning and decision-making role in all areas of administrative functions as delegated by the chair to achieve Department, College, and University goals. Acts as the immediate supervisor for the Department's classified staff, dealing proactively with trouble areas, making recommendations to the chair, and expediting all administrative priorities. Serves as the Department liaison to the CHFA Dean's Office and other university offices in areas related to financial and personnel operations. Ensures Department compliance with established norms, policies, and practices.

Essential Functions

• Makes recommendations to the Chair on budgetary planning and spending in support of departmental operations and goals. Prepares the annual department and program budgets with the Chair for internal constituencies and the Dean's Office. Prepares the department's mid-year budget review for the Chair. Provides oversight of and approves routine expenditures for departmental supplies, equipment, services, and furnishings.
• In conjunction with the Department's Finance Manager (Accountant I), oversees and manages the History Department's operating budgets on all departmental accounts and external funds. Develops final instruments for the purpose of monitoring and reporting account information. Oversees the research and processing of department expenditures on operating fund accounts, faculty research, grant awards, and endowments. Adjusts fiscal operations as needed.
• Liaises with the Unified Procurement Services Team (UPST), Controller's Office, and the HFA Budget Office regarding fiscal policies and compliance.
• Works closely with the HFA Director of Human Resources to serve as the Department's HR Administrator supporting departmental staff, faculty, temporary employees, student employees, and prospective new hires. Participates and provides administrative support all phases of staff and faculty searches including but not limited to executing advertising strategies, maintain search records, and monitoring all search-related activities to ensure compliance with state and federal law and University policies. Attends to all logistics for staff and faculty search visits. Attends PageUp and personnel training sessions as needed.
• Initiates all personnel actions and additional compensation forms from the Department. Drafts and obtains approval of position descriptions for recruiting and job classification purposes. Works with department and college administrators to advance DEI principals and ensure faculty, staff, and student needs are met. Promotes and maintains a positive work environment and may serve on the Department's Diversity, Equity, Inclusion, and Anti-Racism Committee.
• Supports the Chair, departmental personnel committee, and individual faculty with major personnel actions including reappointment reviews, tenure, promotion, sabbatical applications, and leave requests through liaison with the College Personnel Office. Provides onboarding and relocation assistance to new hires. Works with the International Programs Office to initiate visa requests for international faculty, postdocs, visiting faculty, and students.
• Manages the daily and long-term operations of the Department. Ensures the efficient and professional function of all routine tasks within an office setting Coordinates with Department leadership on implementing new procedural or policy changes and campus-wide directives. Oversees communications from the Chair to faculty, college, and university administration including responding to inquiries. Provides administrative support to the Chair, plans schedules, and executes events and receptions as needed. Participates and assists the Chair with all phases of departmental accreditation reviews.
• Serves as the Department's facility coordinator. Manages and oversees departmental infrastructure. Coordinates delivery of equipment, furnishings, and services with outside vendors. Oversees building and office access, equipment and computer servicing, and physical alterations and repairs. Liaises with the Physical Plant as the Building Coordinator and work with the Solutions Center on maintenance needs. Oversees the functioning and maintenance of the History Lab. Plans and manages space use with the Department Chair. Maintains accurate inventory of university purchases equipment. Compiles and submits the Department's annual space survey for the Campus Planning Department.
• In conjunction with the department's Finance Manager (Accountant I); prepares the department's annual graduate and undergraduate scholarship budget and coordinates award disbursements. Advises the Chair and scholarship committees on gift and endowment agreements. Manages the department's scholarships in AcademicWorks.
• Advises faculty in the area of grant policy and procedure in coordination with the College Business and Personnel Office. Assists with the preparation of grant applications and awards. Works directly with the Office of Grants and Contracts to facilitate pre-award and post-award management of a grant.
• Supervises the classified administrative staff of the Department including the finance manager, graduate program coordinator, and undergraduate program coordinator as well as student employees.

Other Functions

• Performs other duties as assigned.

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

• Associate's degree.
• Five (5) years of experience working in a professional office with budget management experience. A Bachelor's degree may be substituted for two (2) years of the required experience.
• Supervisory experience and the ability to motivate staff.
• Demonstrated knowledge of personnel and fiscal management procedures and systems.
• Ability to work effectively under pressure with a high degree of independence, competent judgement, and initiative. Ability to carry out assignments in a timely manner and meet deadlines.
• Excellent interpersonal skills, ability to maintain confidentiality, professional manner and demeanor, including the ability o interact effectively with a diverse population of students, staff, faculty, and off-campus constituents.
• Advanced computer skills including Microsoft Office Suite.

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

• Associate's degree in Business Administration.
• Experience with Peoplesoft, Summit, Adobe, other accounting software.

Work Schedule

• 37.5 hours per week.
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  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

PSU Level 26

Exempt Hiring Ranges

Special Instructions to Applicants

Along with the application, please submit a resume and cover letter. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references. Applications will be reviewed on a continuous basis until the position is filled. Early submissions are encouraged.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination 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 UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.