Budget and Operations Manager

Apply now Job no: 523659
Work type: Staff Full Time
Campus: UMass Boston
Department: CLA - Dean's Office
Pay Grade: 32
Categories: Professional Staff Union (PSU), Accounting/Finance/Budget

General Summary: 

Working in collaboration with the staff of the College of Liberal Arts Dean’s Office, and reporting to the Director of the John W. McCormack Graduate School of Policy and Global Studies (MGS), the Budget and Operations Manager is responsible for MGS budget, financial, and administrative operations. The incumbent will analyze a variety of financial information, provide direction and support in making yearly spending recommendations while maximizing the use of funds; and ensure overall operations are within the school’s budget and adhere to the university’s financial policies and guidelines. The Budget and Operations Manager will provide routine oversight and management of the non-grant financial accounts of the school’s endowments and gifts, as well as the research grant portfolio of internally and externally funded grants and contracts.
The incumbent has primary responsibility for the financial and administrative operations of the school, with special attention to the Centers and Institutes, including budget management, financial monitoring, and reporting on revenue and expenditures. The Budget and Operations Manager will serve as the MGS Director’s liaison with the Central Business Unit (CBU). Although the position reports to the MGS Director, given the nature of the position, the incumbent will regularly provide professional support to the CLA Assistant Dean of Finance, who oversees all CLA finances, as well as to the CLA Business Manager.

Examples of Duties: 

•Provide direction, management, advice and assistance in budgetary process, monitor budgets for all accounts (GOF, Endowment, RTF, Gifts, ESS, Development, etc.) within the School including budget allocations, budget transfers, expenditures, fund balances and related financial activities for the purpose of ensuring that allocations are accurate, revenues are recorded, expenses are within budget limits and all University policies and fiscal best practices are followed.
•Analyze a variety of financial information from various sources of funds and provide direction and support in making yearly spending recommendations, maximizing use of funds and/or ensuring overall operations are within budget; advise the Director on the School’s needs and prepare listings and analysis of historical data. Prepare, analyze and interpret reports of the School’s financial conditions; prepare and submit complete final reports pertaining to requirements relating to budget matters and financial data.
•Monitor and report on purchasing, accounting, and disbursement activities for all accounts within all units within the school, including the tracking and expediting approvals of requisitions to assure timely execution of purchase orders. Ensure that all University and any applicable external financial policies are followed; promptly rectify any account deficits in the School.
•Advise the Director and MGS units on budget strategies, non-sponsored grants, internal grants.
•Provide assistance to Principal Investigators (PIs) with post-award grant management.
Assist Assistant Dean for Finance in annual budget preparation and in implementing procurement policies.
•Responsible for all necessary paperwork, budgetary compliance, processing, generate necessary transactions for spending of grant awards, both internal and external (ePAFs, requisitions, journal entries, travel reimbursement, etc.).
•Manage accounting functions for the school including; Processing accounts payable and receivable, ensuring accuracy and timeliness; Provide oversight of payments to vendors; monitor spending; ensure accurate account code allocation; prepare journal entries to correct errors; Manage and prepare purchase orders and disbursement vouchers as needed.
•Review and process reimbursement for faculty/staff travel and out-of-pocket expenses, ensure all expenses are allowable and charging to approximate account code and funding source.
•Processing various student award payments, collaborate with Bursar and Registrar's office to verifying student status and issue payment.
•Track donations received by University Advancement, ensure all donations post accurately to Development accounts and provide monthly reports.
•Serve as the School’s liaison with the Office of Budget and Financial Planning (OBFP), Office of Research and Sponsored Programs (ORSP), Human Resources (HR), Provost Office, Unified Procurement Services Team (UPST) to ensure that the School is following University guidelines.
•Serve as primary ProCard user; ensure that all ProCard expenditures are allocated to the correct account codes; assist ProCard holders with reconciliations to ensure accurate accounting of expenditures and ensure compliance with University Policies; Create Journal entries to correct any un-allocated commodity code expenses.
•Serve as the MGS Property Custodian; accountable for all equipment purchased for the School; Manage capital, office and computer equipment inventories for MGS.
•Train unit Faculty and Staff on evolving financial processes and systems.
•Attend monthly Finance and Administration (F&A) meetings and regular Department Administrators meetings as needed ; work closely with Assistant to the Dean’s Office to review the impact of A&F financial policy changes; develop new or updated procedures to address changes; disseminate financial information and any updated procedures to users as appropriate.
•Meet weekly with the Director.
•Serve as back-up for CLA Assistant Dean for Finance and Business Manager.
•Perform other duties as assigned by Director of MGS or by CLA Assistant Dean for Finance.


Bachelor’s Degree required, Master’s Degree in Accounting, Finance, Business Administration or a closely related field preferred, and a minimum of five –seven (5-7) years of professional experience in organizational management, experience with and understanding of fiscal management (preferably in an institution of higher education) preferred.
•Demonstrated ability to work under pressure and to deal concurrently with numerous projects all with competing deadlines.
•Demonstrated ability to perform work with a high degree of professionalism, initiative and independence in supporting a team on a wide variety of complex issues.
•Ability to handle highly confidential information.
•Strong oral and written communication skills.
•Strong interpersonal skills, including ability to negotiate successfully with partners/vendors and to work productively with internal Creative Services, Communications, Marketing, Website, Community Engagement teams and other members of our academic community.
•Strong organizational and problem solving skills.
•Strong commitment to customer service.


Application Instructions: 

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date. 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Grade:  32            

Salary Ranges

This is an exempt union position. 

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact HRDirect@umb.edu or 617-287-5150.

Advertised: Eastern Daylight Time
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.