Assistant Director Admin Services

Apply now Job no: 521495
Work type: Staff Full Time
Campus: UMass Amherst
Department: Library -Admin Services
Pay Grade: 26
Categories: Library, 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

Under general direction of the Director of Administrative Services, the Assistant Director, Administrative Services oversees day-to-day business functions for the Libraries, including travel reimbursements, vendor maintenance, purchasing, accounts payable, billing, deposits, statistical and financial reporting, grant paperwork processing, student employment, payroll processing, and other related duties. This position oversees the process of the Libraries’ internal management system interface with BuyWays.  Serves as advisor and consultant on matters related to finance and organizational effectiveness that support the Libraries’ operational and strategic objectives.


Essential Functions

  • Manage and administer all library daily financial, student employment, and payroll activities, to ensure that deadlines are met. Supervise maintenance of accounting, inventory, and property records.
  • Work with the Director of Administrative Services to develop, implement, and evaluate finance, student employment, and payroll activities, functions, policies, and procedures. Generate and analyze reports pertaining to budget and expenditures.
  • Streamline business processes to maximize efficiency and effectiveness. Maintain current knowledge and understanding of regulations, industry trends, current practices, new developments, and applicable laws regarding the University’s financial, student employment, and payroll systems.
  • Initiate budget transfers and grant submittals, approve purchases, invoices, journal entries, recharges, and other financial transactions under the direction of the Director for Administrative Services.
  • Train, cross-train, mentor, supervise and manage performance of staff who process financial transactions, student employment, and payroll in the Administrative Services area of the Libraries. Assess training and development needs and implement appropriate programs. Develop collaborative working relationships with departments and units across the UMass system.
  • Provide trainings and workshops on grant, payroll, purchasing, student employment, and travel procedures to all library personnel.


Other Functions

  • Perform related duties as assigned or required to meet department, executive area and university goals and objectives. Provide backup in the area of building oversight as needed.
  • Work collaboratively and effectively in support of the Libraries’ values to promote teamwork, diversity, equality, and inclusiveness with the Libraries and the campus
  • Attend professional development activities as assigned or required to meet departmental goals and objectives.
  • Serve on internal library committees as needed.
  • Represent the Libraries on appropriate campus committees and at selected professional meetings and conferences as required.


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

  • Bachelor’s Degree. 
  • Three years of business administration, accounting, or other related experience. 
  • Previous supervisory experience. 
  • Experience analyzing financial data. 
  • Strong oral and written communication skills. 
  • Demonstrated strong service orientation and skills. 
  • Excellent computer skills with the ability to use advanced spreadsheet tools, databases and word processing tools. 
  • Demonstrated experience managing multi-step processes. 
  • Demonstrated success operating at high level of independent action and initiative.


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

  • Work experience in a higher education environment.
  • Familiarity with large-scale administrative systems like Oracle, Peoplesoft, BuyWays, and Kronos.
  • Work experience in a unionized environment.


Physical Demands/Working Conditions

  • Typical office environment.


Work Schedule

  • Monday-Friday daytime hours.


Salary Information

Level 26

PSU Hiring Ranges


Special Instructions to Applicants

To apply, please provide a 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, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination 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 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.