THIS IS AN INTERNAL POSTING FOR UMASS DARTMOUTH EMPLOYEES ONLY.
OFFICIAL JOB TITLE: Assistant Dean for Operations
DIVISION: Academic Affairs
WORKING TITLE: Assistant Dean for Operations
DEPARTMENT: SMAST
BARGAINING UNIT STATUS: Non-Unit
FLSA STATUS: Exempt
REPORTS TO: Dean of SMAST
SUPERVISES: SMAST Facility Manager, SMAST computer Systems Manager, Scientific Systems Manager, and two Admin II.
SUMMARY PURPOSE OF POSITION: The Assistant Dean for Operations of the School for Marine Science and Technology (SMAST) assists the Dean with the management of the SMAST Staff, multi-varied administrative duties of the office, directly supervising the clerical staff, and conducting other necessary tasks associated with the daily operation of the School. The Assistant Dean for Operations is a representative of the Dean who supports and is an important component of the cohesive team of students, faculty and staff serving the educational and research mission of SMAST. This is a professional management position that operates with broad authority and functions as a part of the executive management team. The position requires confidentiality and discretion regarding SMAST business and files.
EXAMPLES OF PRIMARY DUTIES AND RESPONSIBILITIES:
The following are essential duties. Other typical duties may be assigned.
Fiscal Duties and Strategic Planning
- Develops and oversees SMAST policies related to fiscal operations, ensuring compliance with university regulations and fiscal propriety. Where required, reviews all restricted-fund budget requests prior to submission for campus and funding agency review. Reviews all requisitions and travel prior to submission to the University for appropriateness and compliance with applicable federal and state policy. In addition, reviews requests for University Bank cards, recommends approval to the Dean, and monitors University Bank card recordkeeping for compliance with University policies.
- Prepares SMAST financial reports as well as special reports as requested by the SMAST Dean, including annual SMAST budget projections.
- Tracks expenses for the operations budget and departmental accounts and advises the Dean on fiscal matters.
- Works with department chairs to coordinate SMAST activities.
- Participates at a senior management level in strategic planning, allocation of resources, and formulation of policies and procedures at SMAST.
- Participates in several SMAST committees, including the Safety (chair), IT/Computer, SMAST website, Acoustic-Test tank, Sea Water Lab (chair), Professional Science Master’s program, and SMAST Dive (chair) committees.
Sponsored Projects Administration
- Works as the liaison for the SMAST Dean’s Office with the Office of Research and Innovation on matters related to pre- and post-award administration.
- Assists principal investigators in the submission of grant applications by working with them on their budgets; works with the Office of Research and Innovation and the faculty to facilitate grant proposal submission, subsequent progress reviews and reporting, and all other post-award processes.
- As requested by PIs, provide fiscal reports, analysis, and projections on grants.
- Assists PIs in certifying effort using an electronic reporting system, which involves training and assisting faculty members and their staff in the use of the program, and facilitating changes that are required to reflect accurate effort levels
- Collaborates with the Office of Research and Innovation on streamlining billings to funding agencies as needed, and assists faculty, the Dean, and the Office of Research and Innovation in preparing any documentation required for audit purposes. Interfaces with auditors as needed.
- Works with the Dean to write proposals, grants, and other reports, as required.
Human Resources and Personnel Management
- Serves as SMAST’s primary point of contact for personnel matters, applying established campus personnel policies and procedures and partnering closely with the Human Resources Business Partner and other central administrative offices.
- Ensures that appropriate HR processes are followed for faculty, staff, and student hiring within SMAST and escalating complex or sensitive matters to the Human Resources Business Partner.
- Provides day-to-day school-level leadership for the SMAST administrative staff and student workers, including assigning and reviewing work, setting clear performance expectations aligned with SMAST goals, and making recommendations related to hiring, compensation adjustments, performance evaluations, coaching, and discipline in consultation with the Dean and Human Resources.
- Monitors and coordinates the accurate recording of personnel time and effort across state, grant, foundation, and other accounts, ensuring compliance with university, sponsor, and audit requirements, and collaborating with HR, Payroll, and Research Administration as appropriate.
Facilities operations and coordination duties
- Forms part of a team with a Facilities Manager, Aquaculture Scientist, SMAST computer Systems Manager, and Scientific Systems Manager to assist in the coordination of SMAST facilities, including common infrastructure, building maintenance, research laboratories, and support infrastructure, and IT infrastructure.
- Acts as a liaison with UMassD facilities departments to resolve problems and communicates with the Dean and the SMAST Executive committee on the status of facilities issues.
- Participates as a member of an executive group working with the Department of Campus Master Planning / Capital Projects to provide information and facilitate discussions with faculty, staff, and students as part of SMAST renovation and improvement projects.
- Responsible for the financial aspects of SMAST facilities, equipment, and infrastructure, in direct collaboration with the Facilities Manager, Aquaculture Scientist, SMAST Computer Systems Manager, and Scientific Systems Manager.
- Responsible for developing and maintaining SMAST Core Research Facilities budgets, revenue, and expense accounting.
- Works with the Facility Manager, Aquaculture Scientist, SMAST Computer Systems Manager, and Scientific Systems Manager to develop and oversee school policies related to facility operations, personnel safety, and computer network integrity and efficiency.
- Acts as designated supervisor for Facility Manager, SMAST computer Systems Manager, and Scientific Systems Manager, approving schedules, meeting regularly for updates on work in progress, acting as a liaison with the University to resolve problems, and communicating with the Dean on the status of facility and IT issues.
- Participates and chairs the SMAST safety committee and works with the UmassD Environmental, Health and Safety (EHS) Director to conduct regular SMAST safety and chemical storage audits.
- Coordinates with appropriate faculty, staff, and students on required safety trainings and updated safety protocols.
- Represent SMAST at UMassD emergency preparedness and associated after-action meetings related to potential disaster events, including severe storm-related meetings.
- Acts as the SMAST point of contact with all SMAST-related UMassD physical inventory matters.
Support of SMAST Academic programs
- Participates in the SMAST Professional Science Master’s (PSM) program committee
- Represents the Dean’s office at graduate student Master’s thesis and PhD Dissertation and proposal defenses.
- Assists in resolving student issues, complaints, and investigations
- Assists with recruitment and meets with potential students
- Develop and administer the UMassD SCUBA certification program
Advancement, Development, and Outreach
- Assists the Dean, the UMass Dartmouth Advancement Office, and faculty to design and coordinate the SMAST developmental activities. Serves as liaison with the UMass Dartmouth Advancement office and other UMass offices engaged in development, including Alumni Affairs, etc.
- Maintain and expand relationships with local and national organizations to foster collaborative efforts.
- Searches for grant and economic development opportunities and alerts the Dean, faculty, staff, and students about such opportunities.
- Other duties as assigned.
MINIMUM QUALIFICATIONS:
EDUCATION: Master’s Degree
EXPERIENCE:
- A minimum of 3 years of experience in grant-related research administration at an academic/grant-funded organization.
- Work in restricted fund accounting, and budget, and business management.
OTHER: Experience in a grant-supported research environment.
PREFERRED QUALIFICATIONS:
- Graduate /undergraduate degree in business administration
- Familiarity with Peoplesoft
- Experience in personnel management
- Background in Marine Science
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- Excellent writing, communication, and interpersonal skills
- Familiar with electronic proposal submissions
- Computer literacy with Microsoft Office, e-mail, and electronic accounting software.
NOTE: Other job-related duties and responsibilities may be assigned and/or the job description may be changed periodically to reflect changing organizational needs.
SALARY: $130,000.00 - $160,000.00
UMass Dartmouth offers exciting benefits such as:
- 75% Employer-Paid Health Insurance
- Flexible Spending Accounts
- Life Insurance
- Long Term Disability
- State Pension Retirement Plan
- Optional Retirement Savings Plans
- Tuition Credit (Employee, Spouse, & Dependents)
- Twelve (12) paid holidays
- Paid personal, vacation, and sick time
- And More!
Benefits for Non-Unit Professional: Non-Unit Professional
APPLICANTS MUST BE CURRENT EMPLOYEES WORKING AT THE UNIVERSITY OF MASSACHUSETTS DARTMOUTH.
Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship is not available.
To apply, please submit a letter of interest, a current resume and the contact information for three professional references.
The review of applications will be immediate and ongoing until the position is filled.