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Budget Coordinator, Academic & Student Affairs

Apply now Job no: 518067
Position type: Staff Full Time
Benefit Status: Benefited-Union
Campus: UMass Lowell
Department: Student Affairs
Salary: Salary commensurate with experience and grade/range
Applications Open:
Applications Close:

General Summary of Position:

Academic and Student Affairs seek an addition to our financial team in an administrative position with potential for growth.  The Budget Coordinator will provide administrative support to the Director of Academic Budget and the Director of Student Affairs Financial Administration (position will have a dual reporting line) Assist the two directors by processing various transactions required for daily operations and assisting with oversight of operating budgets, payroll, and reporting.

Essential Job Duties:

1) Support Director of Academic Budget:

  • Review and track request for Provost funded faculty professional development and publication fees.
  • Review Personnel Action Forms (PAF’s) submitted by colleges for faculty overloads, orientation, and stipends and submit to payroll.
  • Prepare Additional Compensation Form (PAF’s) for UAW adjunct officers and graduate coordinators and submit to payroll.
  • Prepare academic year memorandum of appointment letters for senior benefited adjunct faculty.
  • Responsible for creating and management of requisitions and purchase orders. This includes monitoring and submitting of invoices for payment in university procurement system.
  • Assist with monthly review and follow up of academic affairs expense reimbursements that are in pending or suspense status.
  • Assist with operating budget allocations, monthly budget reviews and reconciliation, and budget transfer requests.

2) Support Director of Student Affairs Financial Administration:

  • Responsible for creating and management of requisitions and purchase orders.  This includes monitoring and submitting of invoices for payment in university procurement system.
  • Responsible for new vendor onboarding into procurement system.
  • Coordinate with department and campus dining vendor (Aramark) on ordering for events held by on-campus partners
  • Facilitate and coordinate individual and group travel by providing support to student and staff on university preferred travel system(s) for booking, pre-travel authorization, and post travel reimbursement/per diem.
  • Creation and management of student, faculty/staff payroll contracts and additional compensation requests.
  • Processing of approved Graduate Student Association Professional Development Awards.
  • Assist in management of Graduate Research Grant Awards. This includes processing of purchase requests and management of award balance.

Promote the University’s commitment to customer service by:

    • Build effective partnerships with co-workers throughout the University by freely sharing appropriate information and providing assistance when needed.
    • Ensuring optimum service to all internal and external partners in response to all requests for service and information.
    • Maintaining an environment that is welcoming to persons of all backgrounds, nationalities, and roles.

Minimum Qualifications (Required):


  • Bachelor’s degree


  • 1-3 years of administrative support experience managing progressively complex responsibilities, preferably in a higher education setting

*Will consider candidates with HS Diploma or GED/equivalent and 5-8 years of related experience

  • Ability to work independently and follow through on assignments with minimal direction and to set priorities that accurately reflect the relative importance of job responsibilities
  • Ability to coordinate and manage workload ensuring effective outcome and prioritize assignments and fluctuating deadlines
  • Ability to independently draft correspondence using excellent writing composition skills, utilizing correct grammar, spelling and punctuation
  • Ability to communicate effectively and professionally with internal and external campus community
  • Ability to handle sensitive, confidential information, issues, and requests
  • Ability to establish and maintain cooperative working relationships and work with diverse populations at all levels internal and external to the campus
  • Ability to create and utilize reports using Word, Excel, or other software applications

Additional Considerations:

  • Proficient in MS Office application including Outlook, Word, Excel
  • Familiarity with PeopleSoft preferred, including Finance and HR applications

Special Instructions to Applicants:

Only Internal Professional (SEIU 888 Professional Union) Bargaining candidates will be considered during the first 10 business days of the posting. All other candidates will be considered after that period. 

This is an SEIU Professional Union position, Grade P15.

Initial review of applications will begin immediately and continue until the position is filled. However, the position may close when an adequate number of qualified applications is received. 

Please include a resume and cover letter with your application.  Names and contact information of three references will be required at the time of application.   

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The University of Massachusetts Lowell is committed to increasing diversity in its faculty, staff, and student populations, as well as curriculum and support programs, while promoting an inclusive environment. We seek candidates who can contribute to that goal and encourage you to apply and to identify your strengths in this area.

The University of Massachusetts Lowell is an Equal Opportunity/Affirmative Action, Title IX employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, ancestry, age over 40, protected veteran status, disability, sexual orientation, gender identity/expression, marital status, or other protected class.

Please read “Know Your Rights: Workplace Discrimination is Illegal” poster (pdf) which provides an overview of many relevant equal opportunity laws.

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