Assistant Dean for Administration & Finance

General Summary: 

The Assistant Dean for Administration and Finance in the College of Management (CM) will be responsible for performing fiscal responsibilities including financial planning and recordkeeping, budget management and reporting, and grant management. The incumbent will also be responsible for all personnel policies and paperwork, recruitment and payroll-related systems within the college. The Assistant Dean is responsible for the management of all purchasing, maintenance, and contracts for the college including software and databases; and space and facility needs. The Assistant Dean will report directly to the Dean of the College of Management.

Examples of Duties: 

• 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 resulting from over-expenditures by units;
• 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;
• Manage all budget-related information in the UMass Boston’s current and new budget systems (including Beacon Budget Model);
• Advise the dean on departmental needs, prepare listings and analysis of historical data and statistical information; serve as liaison between Dean’s Office and other administrative offices concerning the CM accounts;
• Process and maintain records of all fiscal, personnel and procurement transactions for the college and assure compliance with university and state regulations;
• Assist faculty and staff in grant submission and grant management;
• Train and assist faculty in management of their department, center, and program budgets;

Responsible for all personnel policies and paperwork, recruitment and payroll-related systems within the college; responsible for personnel within the college, including review of faculty personnel files for accuracy, coordinating PMYR, sabbatical eligibility, hiring procedures, requests for leaves, postponements of sabbaticals and reappointments throughout the probationary period; advise chairs and faculty concerning interpretation and implementation of academic personnel policies;

• Responsible for instructing all departments on the preparation of part-time faculty contracts, and for approving all such contracts, ensuring the accuracy of the forms and that the expenditures do not exceed allocations; serve as the college’s technical advisor for the preparation of contract such forms and supervise the execution of all appointment, reappointment, and change in status, in accordance with provisions of the university personnel policies for all full and part-time faculty;
• Monitor progress of part-time faculty toward bargaining unit status and ensure departmental compliance with contract requirements in the hiring of part-time faculty;
• Provide oversight for all maintenance, capital improvements and space allocation needs of the college;
• Arrange purchase, maintenance, security and service contracts of all college equipment;
• Manage all IT needs for the college in consultation with the college academic departments.
• Collect and analyze data on faculty workload and departmental instructional loads for issues of resource allocation;
• Review the job descriptions for professional and classified staff;
• Provide financial and budget-related data for AACSB accreditation purposes;
• Perform other duties as assigned by the Dean.

Qualifications: 

Bachelor’s degree is required; Master’s in Business or a closely related field preferred, and five-seven years of experience in the development and management of budgets with multiple funding sources, preferably in an academic environment, is required. Experience with grant management is required. Experience and demonstrated success with spreadsheets is required. Extensive experience in budget and fiscal management, accounting and personnel management is highly preferred. Knowledge of University administrative systems and procedures preferred. Prior supervisory experience and/or experience training staff is preferred. Ability to work occasional evening and/or weekend hours, as programming requires. 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 is required.

• Proficiency with Microsoft Office and other standard administrative software and financial reporting systems;
• Ability to develop and interpret information through automated accounting systems;
• Ability to develop a