Careers

General Summary: 

The Edward J. Collins, Jr. Center for Public Management in the McCormack Graduate School of Policy and Global Studies at the University of Massachusetts Boston is dedicated to improving efficiency, effectiveness, governance, and accountability at all levels of government, with a particular focus on local and state government. Since its establishment at UMass Boston by the Commonwealth in 2008, the Center has provided a comprehensive set of services to hundreds of the Commonwealth’s cities, towns, school districts, and state agencies, as well as to a growing number of municipalities in other states. The Center’s work is guided by Massachusetts General Laws, Chapter 75, Section 45, which provides the Center’s formal mission.

Reporting to the Director of Operations and working closely with other members of the Center’s senior leadership team, the Operations Coordinator will play a critical role in ensuring smooth operations of the Center and its projects. The Operations Coordinator will perform complex, varied, and confidential administrative, information technology, financial, human resources, and communication functions to support the work of the Center and to ensure the efficiency and effectiveness of day-to-day operations.

Examples of Duties: 

• Assist Director of Operations with regular payroll processing
• Process payroll in the absence of the Director of Operations
• Coordinate new employee onboarding process, following Center onboarding checklist and ensuring all onboarding steps are completed
• Maintain updated employee roster
• Assists Director of Operations with preparing and submitting human resources paperwork for all personnel transactions; access PeopleSoft HR system applications

Examples of information technology duties:
• Work with the Center’s hours-tracking software, loading new project details, running regular reports for employees and clients, and developing customized reports for particular requests
• Routinely monitor project budgets and provide analysis of project expenses to project managers
• Assist Center staff learning and using UMass Boston expense and travel system
• Help manage the Center’s project tracking system

Examples of finance and contracting duties:
• Create and send contracts, amendments, extensions, and invoices, and track where the documents are in the processes; follow-up as needed
• Assist the Director of Operations with the submission of grant proposals and contracts, ensuring that all required forms, documents, and materials comply with funder requirements and are submitted by stated deadlines; complete forms to support the proposal submission and project implementation with both the funder and ORSP
• Collect and deposit Center checks, in the absence of the Director of Operations
• Assist Director of Operations with vendor and sub-contractor management; initiate, manage and oversee relationships and contracts with internal and external vendors providing services, supplies, and equipment to the Center, in compliance with procurement procedure; issue and approve purchase orders; review, authorize and submit accounts payables transactions/disbursement vouchers with signature authority/approval
• Ensure that purchases made with department ProCard(s) comply with sponsor terms and conditions and University policies and procedures

Examples of reporting and communications duties:
• Monitor Collins Center general email and voicemail accounts, forwarding information to the correct Center staff
• Assist Director of Operations in keeping all staff up-to-date on Center policies and procedures
• Manage the Center’s website, updating when new content is available
• Assist with the development and implementation of the Center’s external communications strategy
• Manage annual update of communications/marketing materials

Examples of scheduling/event-planning duties:
• Coordinate the planning for the Center’s booth at the annual MMA trade show in January
• Assist senior leadership with event planning for occasional events and conferences

Examples of other miscellaneous duties:
• Play a coordinating role in project lifecycles, including ensuring initial folders and documents are set up, tracking milestones and invoices, and sending out the feedback survey at project closeout
• Attend practice area team meetings and track actions necessary (e.g., invoices, extensions)
• Provide ideas and recommendations for improvements to Center administrative processes
• Maintain all files, documents, and reports related to project awards to the Center, as well as files related to the operations and administrative support activities and services; control archiving of closed/expired grants/projects/contracts

Qualifications: 

Bachelor’s Degree in Accounting, Business Management, Finance, Public Administration or a closely related field and two to four (2-4) years of experience in administration and/or operations, or equivalent combination of education and experience.

Preferred qualifications include:
• Demonstrated knowledge of general office practices, procedures and technologies, including word processing, spreadsheets, and databases
• Familiarity with integrated financial systems and HR systems and technology
• Advanced computer literacy; proficiency in Microsoft Office suite, including Excel, PowerPoint and Word
• Strong oral and written communication skills
• Strong organizational, attention to detail, and follow-through skills
• Ability to manage multiple tasks in order to effectively perform duties
• Demonstrated ability to consistently meet deadlines
• Experience in project monitoring;
• Knowledge of automated accounting systems
• Knowledge of PeopleSoft, Summit, and BuyWays
• Ability to identify operational and financial issues, recommend solutions and/or actions and be proactive in the resolution of such issues
• Ability to work effectively and efficiently work in a team capacity with a broad range of staff to accomplish departmental and program goals
• Ability to work independently and efficiently
• Dedication and interest in the Center’s mission

For Professional Unit Positions:

• Is this job required to be on-call? No.

Background Check Information:

In addition to the mandatory standard background check package, please select additional products from the a la carte menu below.

UMass Boston Standard Background Package (Mandatory)

• Criminal Felony & Misdemeanor - 7 years (a) - Unlimited # of counties as revealed by SSN Trace
• Federal Criminal
• Massachusetts CORI
• Education Report - highest degree (b)
• Employment Report - 7 years, previous employer
• National Sex Offender Search
• Professional Licenses Report - per license
• SSN Trace
• SSN Validation

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: 31             

Salary Ranges

This is an exempt union position. This is a grant funded position with a current end date of June 30, 2025, subject to renewal contingent on funding and university needs.

All official salary offers must be approved by Human Resources.