Title: Director of Administration & Finance

Executive Area: Academic Affairs

College/School/MBU: Engineering

Department: Mech & Industrial Engineering

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Hybrid

Job Summary

The Director of Administration and Finance supports the Department Head in the overall management of the department. This position oversees all business and fiscal operations for academic, research, and outreach activities in one of the Riccio College of Engineering’s academic departments. They facilitate HR processes for faculty, researchers, and student employees, and partner with University Human Resources Business Partners (HRBPs) on HR matters relating to staff within the department. The Director provides leadership, training and direct supervision of departmental personnel and participates in department policy development and implementation.

Essential Functions

Provides advice to the Department Head on current and projected status of operations in the department.

Contributes information and guidance for periodic departmental reviews.

Collaborates with the Head to develop and implement strategic plans around departmental goal achievement.

Communicates initiatives to appropriate stakeholders.

Provides leadership and direct supervision for all assigned staff to ensure compliance with all relevant laws, policies, union contracts, and regulations.

Manages the complete range of fiscal activity related to department budgets.

Develops, assesses and administers departmental budgets, projections, and spending plans.

Analyzes, forecasts and negotiates funding.

Makes spending recommendations that support department operations and goals.

Serves as a resource and advisor on various fiscal matters such as policies pertaining to new funding initiatives.

Forecasts revenues and expenditures related to the development of new academic programs.

Applies and conforms with internal financial policies to ensure transactions are processed properly (e.g. tax, HR, legal, federal).

Develops and implements short-term and long-term funding options for strategic plans and on-going operations.

Recommends departmental policy and procedure changes to ensure compliance with all applicable rules and regulations, including internal control.

Manages complete range of fiscal activity related to sponsored research including preparation of budgets, and justifications, final grant compilation and preparation in adherence to sponsor mandated financial regulations.

Serves as a liaison between principal investigators, University grant offices (currently OPAS and OPAM), and systems to manipulate and analyze financial data for internal and external reporting and decision-making.

Develops processes for monitoring and reporting account information. May assist with grant proposal development, including review solicitation, creating and submitting records in Kuali, and budget creation.

Ensures the smooth preparation and facilitation of events and programs.

Facilitates department human resources activities for faculty, researchers, and student employees including, but not limited to, on/off boarding, reappointments, faculty searches, tenure, faculty reviews, visa and permanent resident card processes for faculty.

Ensures compliance with University policies and practices.

Provides advice and guidance to employees on issues and questions related to their status as UMass employees.

Connects departmental staff with assigned University HRBPs who manage HR functions for all staff, provides necessary information and data, and works collaboratively as needed.

Liaises with various on-campus offices such as the Controller, Dean, Academic Human Resources, Accounting, Unified Procurement Services Team (UPST), Graduate School, International Programs Office (IPO), University Analytics & Institutional Research (UAIR), and Information Technology (IT).

Acts as a resource for faculty and students with administrative problems and associations with other University offices.

Serves as the building coordinator.

Coordinates renovations, refurbishing, moving, and maintenance projects, inventory, and security related issues with offices, laboratories, classrooms, and storage spaces.

Works with the Office of Campus Planning and Space Management on annual space inventory survey and special renovation projects.

Other Functions

Works collaboratively and effectively to promote teamwork, community, equity, and belonging.

Works in partnership with colleagues within the Riccio College of Engineering community and across the University to support the Dean’s strategic priorities.

Performs other duties as assigned in support of the mission and goals of the Riccio College of Engineering.

Minimum Qualifications

Associate’s degree in Business, Accounting, or related field with 6 years of relevant experience, OR
Bachelor’s degree in Business, Accounting, or a related field with 4 years of relevant experience, OR
Master’s degree in Business, Accounting, or a related field with 2 years of relevant experience.

At least one year of experience supervising non-student staff.

Working knowledge of budgetary and accounting principles and practices for federal, state, and non-state funds, particularly for sponsored research activities. Ability to read, understand, apply, and explain rules, regulations, and policies/procedures related to duties. Ability to understand and follow complex oral and written instructions and create effective and efficient work processes.

Ability to work both independently and to be part of an effective team with a highly cooperative and collaborative work style.

Strong interpersonal skills with the ability to interact effectively, and create and maintain harmonious relationships with a diverse population of staff, faculty, students, and off-campus constituents.

Independent initiative. Must have the ability to stay on task and work productively with a minimum amount of supervision or guidance.

Willingness to take on a variety of tasks related to the successful operation and administration of the department and the ability to adapt and work effectively as the department and college grows.

Strong organizational skills and attention to detail with the ability to complete assignments in a timely manner, balancing the demands of concurrent and potentially competing projects.

Strong written and verbal communication skills. Ability to write concisely, express thoughts clearly, and develop ideas in a logical sequence.

The ability to think through problems, organize and seek out information, identify key factors and underlying causes, and generate solutions or resolve discrepancies.

Ability to exercise sound judgment and maintain confidentiality.

Strong computer skills including at least intermediate expertise with:

Spreadsheets such as Microsoft Excel or Google Sheets.

Presentation software such as Microsoft PowerPoint or Google Slides.

Email.

Preferred Qualifications

MS in Finance or Business Analytics.

CPA/CMA.

Working knowledge of higher education administration policies and procedures, particularly those related to fiscal administration.

Demonstrable and successful management and fiscal oversight experience, planning, budgeting, reporting, and development of financial and operational metrics to align organizational strategy to business operations.

Working knowledge of technologies/tools surrounding operational management including budgeting, forecasting, and reporting tools and analytical software.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

Monday - Friday within standard working hours.

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

Pay Grade: PSSAP Grade 28

Click here to view the Professional Staff Hiring Ranges

Special Instructions for Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.