Under the direct supervision of the Dean of the McCormack Graduate School (MGS), the Assistant Dean for Budgets and Operations will serve as the chief financial, budget, grants management and operations officer for MGS; and is responsible for managing the fiscal functions related to budgeting, needs assessment, grants, resource allocation and analysis of resource use and personnel management for the college. The incumbent is responsible for the management and oversight of the unit operating budget and will be responsible for the administration of the permanent salary account. The incumbent will also oversee the preparation of procurement paperwork; and will provide technical assistance to the college’s academic departments, Institutes and Centers, as well as programs and/or other offices within the college. The Assistant Dean will provide routine oversight and management of the non-grant accounts of the School’s endowments and gifts, as well as the research grant portfolio of externally funded grants, contracts and cooperative agreements.
The Assistant Dean for Budgets and Operations will work closely with the MGS Dean and Associate Dean, and will serve as the Dean’s liaison with the Office of the Provost and the Office of Administration and Finance on matters associated with the college budget and will advise the Dean on issues of resource management.
Examples of Duties:
Serve as the chief financial and operations officer of the McCormack Graduate School and manage fiscal functions related to budgeting, needs assessment, resource allocation and analysis of resource use for the college; responsible for the oversight and monitoring of expenditures; serve as the principal investigator for McCormack’s operating and discretionary accounts;
Responsible for the administration and maintenance of the college’s budget accounts and provide strict surveillance of these accounts, as well as department and unit accounts; prepare projections and periodic reports on expenditures; serve as liaison between Dean’s Office and administrative offices concerning these accounts; oversee daily budget operations of the Dean’s Office;
Develop financial control systems for the oversight and monitoring of expenditures and resolution of problems resulting from over-expenditures by any of the college’s departments, Centers, Institutes, and other relevant administrative units; make recommendations to the Dean and Associate Dean of McCormack for the allocation of subsidiary accounts; manage fiscal functions related to budgeting, needs assessment, resource allocation and analysis of resource use;
Support the Dean and the Associate Dean in coordinating all staff and faculty recruitment and hiring for the college; manage the faculty/staff search and hiring process to ensure that the college is following university policies and procedures, including organizing Tenure and Promotion files and forms; process MGS Dean’s Office human resource paperwork as well as administer MGS departmental human resource actions; supervise and troubleshoot payroll activities; responsible for all financial aspects of the recruitment process for all college units; work on matters relating to contracts and salaries for non-track faculty;
Advise the Dean, Associate Dean, Department Chairs, on budget strategies, new faculty start-up accounts, faculty development and travel requests; advise the Dean and Associate Dean on departmental and Institute/Center needs and prepare listings and analysis of historical data and statistical information;
Provide oversight and fiscal management of PI’s research grant and contract portfolio through cohesive and flexible pre and post-award management, applying the rules and restrictions of all sponsors and the university; monitor monthly budget reports, salary costs, supply costs, and percentage efforts on each research project to ensure that expenses do not exceed revenues and that awards are expensed with appropriate fiscal management and in a manner consistent with university and research sponsor policies and practices;
Develop and maintain accurate records for each research project and prepare summary reports to ensure consistency with university and research sponsor policies and practices; responsible for upholding sponsor requirements, procedures and acknowledging areas of interest;
Maintain familiarity with applicable Federal regulations (i.e. OMB Uniform Guidance), policies, guidelines, latest applications and amendments;
Provide technical assistance to Principal Investigators (PIs) with contracts, budgetary compliance, processing, interpreting award terms and conditions, reporting of grants to ensure the maintenance of best financial practices; represent the PIs at meetings with other units of the university concerning research administration functions;
Oversee collection and dissemination of materials requested by external or internal auditors, through ORSP, in their examination of active and terminated projects;
Assist in the technical aspects of merit distribution, including calculation and verification of pools with Human Resources and methods of reporting;
Responsible for all budgeting and funding requirements for the college’s contracts;
Arrange for the purchase, maintenance, security and service contracts for all college equipment;
Assist the Dean and Associate Dean by generating statistical data on budget, enrollment and staffing, as needed;
Liaise as necessary with contacts in the Office of Research and Sponsored Programs (ORSP), Provost Office, Human Resources, Contracts and Compliance (Procurement), Controller’s Office and other central university administrative staff;
Inform, interpret, update and implement policies and procedures of the university and train all MGS personnel.
Oversee MGS international safety travel for all faculty, students and staff; implement travel policies and security; ensure that all travel forms and procedures, as issued through the Office of Global Programs, are met;
Represent MGS at meetings with other units of the university concerning financial oversight and serve on appropriate committees and councils, as needed; meet weekly with Dean’s Executive Committee, the Dean, and the Associate Dean;
Supervise the work performed by the MGS office coordinator (TBA).
Perform other duties as assigned.
Bachelor’s degree required, Master’s degree in Accounting, Finance, Business Administration or a closely related field preferred
Minimum of five-seven (5-7) years of higher education administration, business management or budget management (development and management of budgets with multiple funding sources) experience, preferably in an academic environment, is required.
Experience with grant management is required.
Demonstrated success in developing and maintaining operational systems for effective budget and grant management, including complex data analysis and reporting is required.
Experience with PeopleSoft and a high level of proficiency using Microsoft Office, BuyWays, and Filemaker Pro are required.
Prior supervisory experience and/or experience training staff is required.
Ability to work occasional evening and/or weekend hours, as programming required.
Extensive experience in budget and fiscal management, accounting and personnel management is highly preferred.
Knowledge of university administrative systems and procedures preferred.
Knowledge, Skills and Abilities:
Ability to effectively and efficiently work in a team capacity with a wide range of constituencies across departmental lines to accomplish the identified goals of the College;
Proficiency with Microsoft Office and other standard administrative software and financial reporting systems;
Willingness and ability to learn and understand university policies, procedures and software systems;
Ability to develop and interpret information through automated accounting systems;
Ability to develop and bring to completion multiple assignments concurrently;
Ability to work independently and to respond flexibly to changing events;
Ability to effectively manage complex financial and human resource situations;
Ability to handle and uphold the confidentiality of the division;
Ability to establish contractual relationships with organizations;
Ability to interact with others in a variety of roles and positions;
Ability to prioritize, organize, negotiate and coordinate multiple projects according to established timelines;
Demonstrated success in managing staff;
Strong quantitative, budget and analytical skills;
Strong oral and written communication skills;
Strong interpersonal skills, including the capacity to work cooperatively with a wide range of individuals;
Strong organizational, problem-solving and decision-making skills;
Review of candidates will begin following the application closing date of August 6, 2018.
The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information. In addition to federal law requirements, the University of Massachusetts Boston complies with applicable state and local laws governing nondiscrimination in employment in every location in which the University operates. This policy applies to all terms and conditions of employment. Among the procedures which may be used to select personnel to fill vacant positions are review of work experience, reference checks, and interviews. All appointments and promotions will be effective on a Sunday.