Assistant Dean for Budget & Administration (Honors College)
University of Massachusetts Boston

Job no: 524051
Position Type: Staff Full Time
Campus: UMass Boston
Department: Honors College - Dean's Office
Pay Grade: No Pay Grade
Date opened: 08 Jul 2024 Eastern Daylight Time
Applications close:

General Summary:

The Assistant Dean for Budget and Administration will serve as the chief financial and operations officer for the Honors College and will be responsible for managing all fiscal responsibilities related to budgeting, needs assessment and resource allocation, as well as all personnel policies and paperwork, recruitment and payroll-related systems.

Examples of Duties:

Budget and Finance

• Serve as chief financial and operations officer for the Honors College; manage fiscal functions related to budgeting, needs assessment, resource allocation and analysis of resource use for the college; develop financial control systems for the oversight and monitoring of expenditures and resolution of problems; advise the Dean on budget strategies, new faculty start-up accounts and faculty development;
• Responsible for all purchasing and procurement for the college via Procard and Buyways, responsible for Procard reallocation and reconciliation of monthly statement on Buyways;
• Oversee daily operational budget of the Honors College, including the Dean's Office operations and the use and expansion of the Honors College facilities; prepare the Honors College spending plan and annual budget utilizing Beacon Budget Model; manage the budget of the college for all funds and maintain a systematic record of all college accounts; prepare fiscal and payroll projections and reports on expenditures to assist in long range financial planning for the college;
• Responsible for all budgeting and funding requirements for part-time, non-tenure track contracts;
• Manage additional compensation and course buyout processes for the College;
• Manage distribution of funds for research, scholarships, and travel to students in the Honors College, and those enrolled in Honors College courses;
• Manage application and distribution process for Honors College course enrichment funds;
• Make recommendations to the Dean for the allocation of subsidiary accounts; manage fiscal functions related to budgeting, needs assessment, resource allocation and analysis of resource use;

Personnel

• Oversee and coordinate 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; oversee the processing of all human resources paperwork, as well as serve as the Dean's signatory on all human resource actions for the college; supervise and troubleshoot payroll activities, as needed;
• Process and maintain records of all fiscal, personnel and procurement transactions for the college and assure compliance with university and state regulations, troubleshoot payroll activities as needed;
• Serve as a liaison to college committees (College Personnel Committee (CPC), ad hoc Departmental Personnel Committee (DPC)) supporting them and monitoring major personnel actions, sabbatical applications, Annual Faculty Reviews (AFR), and promotions;
• Supervise the student workers and serve as a timekeeper for the college;
• Serve as point person for all contract/bargaining questions and interpret and implement the faculty staff union (FSU) collect bargaining agreement for chairs and faculty, including preparing and issuing notices of non-reappointment and partial layoffs;

Operations

• Serve as liaison between the Honors College and other administrative offices, including but not limited to, the Office of Budget and Financial Planning (OBFP), the Office of the Provost and the Office of Research and Sponsored Programs (ORSP), across the university on all budget and personnel matters; advise the dean on budgetary and personnel matters, as needed; represent the college and its interests on new and/or revised accounting and budgeting procedures and policies; communicate all of the above to the Honors College community;
• Manage all College files, both online and on paper;
• Manage all College course evaluations;
• Manage application process for students entering Honors;
• Oversee daily Dean's Office operations and the use and expansion of the Honors College facilities, liaison between the Honors College and Space Committee;
• Serve as the point person for coordination of Honors trips (e.g., to Thompson Island, or for travel-study courses), and major events and guests (e.g., course visitors), including but not limited to, Commencement, Honors Medallion Ceremony, Alumni Events, Open House, etc. (and develop new events as part of new academic initiatives require);
• Collect and organize data for the Dean and Associate Dean as needed for grant writing, fundraising, and assessment;
• Serve as Property Manager and arrange for the purchase, maintenance, security and service contracts for all college equipment;
• Support the Dean's strategic planning via analysis and presentation of College data, pertaining to enrollment, retention, graduation, faculty; facilitate the college's admissions processes for current, transfer and non-scholarship first-year students;
• Assist the Dean on assignments/project requests and take proper actions toward completion of tasks requested for the Dean's office;
• Oversee and be responsible for college communications, including the College's web site marketing materials, social media, annual report and other forms of alumni, community, and recruitment communication and commencement materials;
• Assist with scheduling Honors courses;
• Assist with onboarding new Honors students, from entering them into university systems to assigning advisees;
• Perform other duties as assigned.

Qualifications:

Bachelor's Degree and a minimum of five-seven (5-7) years of experience in higher education administration, budget development/management, policy development, project management and/or human resources is required. Master's Degree in higher education administration or closely related field preferred, Experience in budget and fiscal management, accounting and personnel management is required. Knowledge of university administrative systems, policies and procedures preferred. Ability to work occasional evening and/or weekend hours, as programming requires.

• Proficiency with Microsoft Office and other standard administrative software and financial reporting and human resources systems;
• Ability to analyze data and other information utilizing and maintaining spreadsheets and databases;
• 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 administrative situations;
• Ability to handle and uphold the confidentiality of the Dean's Office and the college;
• Ability to understand college academics programs, policies and procedures;
• Ability to interact with others in a variety of roles and positions;
• Ability to supervise the work of others;
• Strong quantitative and budget skills;
• Strong oral and written communication skills;
• Strong interpersonal skills, including the capacity to work cooperatively with a wide range of individuals;
• Strong analytical, organizational, problem solving and decision-making skills;
• Strong project planning skills;
• Strong commitment to customer service.

Application Instructions:

Please apply online with your resume, cover letter and list of three references.

Review of candidates will begin following the application closing date.

Salary Range: Commensurate with experience

This is a non-union exempt position.

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact HRDirect@umb.edu or 617-287-5150.

Applications close:

This job has expired.