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Administrative Ops Specialist - Biomedical Engineering

Apply now Job no: 503286
Work type: Staff Full Time
Campus: UMass Amherst
Department: Biomedical Engineering
Pay Grade: 25
Categories: Administrative & Office Support, Professional Staff Union (PSU)

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

Under the direction of the Administrative Officer, facilitates administrative activities and operations which support the academic and research missions of the department.  Supports fiscal, personnel, academic support, and facilities planning goals, procedures and programmatic activities.  Participates in resource planning, policy development and implementation, and strategic planning.  Identifies inefficiencies in administrative processes and recommends improvements to workflow and organization.

 

Essential Functions

Financial:

  • Serves as backup to the Administrative Officer for the department.  Advises on University policies and practices to ensure compliance. 
  • Assesses and administers department budgets, projections and spending plans. 
  • Provides preliminary fiscal information to support decision making and programmatic operations.
  • Serves as a resource 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.
  • Assists with grant administration for the department including grant development, grant management and analysis and negotiations with industrial sponsors/partnerships in conjunction with Office of Grants and Contracts. 

Personnel:

  • Advises on University policies and practices to ensure compliance in collaboration with the Administrative Officer for the department.
  • Assists staff, faculty and students on issues and questions related to their status as UMass employees.
  • Compiles 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.
  • Acts as a resource for faculty, staff, and students with administrative problems in association with other University offices.

Facilities:

  • Compiles data for annual space inventory survey (TRIAGA) and special renovation projects. 
  • Resolves security related issues with offices, laboratories, classrooms and storage spaces in multiple buildings.

Programmatic and special projects:

  • Assists in data collection and report preparation for accreditation reviews, strategic planning, surveys, annual breakdown of faculty research productivity, etc.

 

Other Functions

Performs related duties as assigned or required to meet Department, Executive Area/Division, and University goals and objectives.

 

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

  • Bachelor's Degree.
  • 2 years of progressive experience in human resources or 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.
  • Ability to represent a department in internal and external communications.
  • Excellent organizational and communication skills.
  • Ability to use sound judgment in all situations.

 

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

Experience working in a higher education environment.

 

Physical Demands/Working Conditions

Typical office environment.

 

Work Schedule

Monday – Friday, 37.5 hours per week.

 

Salary Information

Level 25

PSU Salary Ranges

 

Special Instructions to Applicants

Please apply online and provide cover letter, resume, and contact information for three professional references.

 

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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Applications close: Eastern Daylight Time

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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.