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Administrative Officer - CEE

Apply now Job no: 502313
Work type: Staff Full Time
Campus: UMass Amherst
Department: Civil & Environ Engineering
Pay Grade: 27
Categories: Administrative & Office Support

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

 

Job Summary

Responsible for planning and managing administrative activities and operations, which support department academic and research missions.  Develops and implements fiscal, personnel, academic support and facilities planning goals, procedures and programmatic activities.  Participates in resource planning and management, policy development and implementation, and strategic planning. Exercises considerable initiative, leadership, judgment, responsibility and decision-making as well as provides advice and guidance on policies, situational problems and solutions.  Serves as designated signature authority on department accounts, personnel and other documentation and operates autonomously within the domain of the department.

 

Essential Functions

Financial:

  • Serves as chief financial officer for the department and conducts and advises on University policies and practices to ensure compliance. 
  • Develops, assesses and administers complex department budgets, projections and spending plans. 
  • Analyzes, forecasts and negotiates funding; makes recommendations for short and long-term planning. 
  • Provides in-depth qualitative as well as quantitative fiscal information.  Makes spending decisions and supports program operations and department goals.
  • Serves as a resource/advisor on a variety of fiscal matters, such as interpreting and applying policies for faculty academic year recovery program, additional compensation, faculty startup programs, course buyouts, and general problem solution.  Tracks these programs and their impact on department budgets.
  • Oversees and supervises account/business office staff who carry out and maintain financial databases, records, and related activities. 
  • Serves as grant administrator for the department which includes grant development, grant management and analysis and negotiations with industrial sponsors/partnerships in conjunction with OGCA. 

Personnel:

  • Serves as the personnel officer for the department.  Conducts, and advises on University policies and practices to ensure compliance.
  • Advises and assists staff, faculty and students on issues and questions related to their status as UMass employees.  Works with the Department Head on Labor Relations related issues.
  • Initiates all department personnel actions and associated documentation including search and hire process, reappointments, tenure, promotion, sabbaticals, funding changes, etc.  Reviews facility availability and financial impact prior to initiating the search process.
  • Upon hire, works with incoming faculty and staff to ensure a smooth transition to the department.
  • Completes VISA and Permanent Resident Card processes; liaises with International Program Officer.
  • Liaises with various on-campus offices such as Provost, Dean, Human Resources, Accounting, Purchasing, Graduate School, OIR, and IT.  Acts as a resource for faculty and students with administrative problems and associations with other University offices.

Facilities:

  • Works with Office of Campus Planning and Space Management on annual space inventory survey (TRIAGA) and special renovation projects. 
  • Coordinates renovations, refurbishing, moving and maintenance projects, inventory, and security related issues with offices, laboratories, classrooms and storage spaces in multiple buildings.

Programmatic and special projects:

  • Researches and prepares information/statistical and historical data/reports for accreditation reviews, strategic planning, surveys, annual breakdown of faculty research productivity, and other activities as they arise.

 

Other Functions

  • Performs related duties as assigned or required to meet Department, Executive Area/Division, and University goals and objectives.
  • Understands responsibilities with respect to Title IX, Clery and other compliance requirements.

 

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • Bachelor's Degree.
  • 3 years progressive experience in human resources/business administration accounting with responsibility for managing large accounts.
  • Demonstrated understanding of fiscal management principles, budgetary/accounting procedures, personnel management, and computer spreadsheet and related software.
  • Strong interpersonal skills, including experience working with diverse populations.
  • Experience representing a department in internal and external communications.
  • Accurate judgment of personnel capabilities and interactions as well as resource issues; strong decision making ability.
  • Excellent organizational and communication skills to oversee numerous projects spanning many areas of expertise at the same time.
  • Ability to use sound judgment in normal and emergency situations.

 

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • Master's Degree in Management, Business, or a related field.
  • Experience working in a university community.

 

Physical Demands/Working Conditions

Typical office environment.

 

Work Schedule

Monday – Friday, 37.5 hours per week.

 

Salary Information

Level 27

PSU Salary Ranges

 

Special Instructions to Applicants

Please apply online and provide cover letter, resume, and contact information for three professional reference by the priority deadline of August 23, 2019, in order to ensure consideration.  Applications may be accepted after the priority date until a suitable candidate pool has been identified.

 

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University.  To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans.  It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

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The University of Massachusetts 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.