Assistant Finance and Personnel Manager - HFA
The College of Humanities and Fine Arts at the University of Massachusetts Amherst invites applications for an Assistant Finance and Personnel Manager.
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.
Under the general direction of the Chief Financial Manager, manages portions of the human resources functions and assists with the financial functions for the College of Humanities and Fine Arts (HFA). Assists with strategic budget development and constructs and develops complex and aggregated financial and human resources reports highlighting historical data trends and forecasting within the college for 14 Academic Departments and 8 Programs with a total budget of more than $45,000,000.
- Serves as point of contact for department chairs, faculty and staff to answer questions and research inquiries. Serves as guide and mentor to HR staff. Interprets university and college HR policies for department chairs, faculty, and staff. Refers specific problems to director when clarification needed. Counsels and coaches supervisors and makes appropriate referrals.
- Manages the payroll projection and position management function for HFA's approximate $38M payroll budget. Supervises non-exempt staff who assist with this function. Develops and maintains database, monitors personnel activity and provides reliable and precise payroll data for use in internal and external financial reports used in long-range planning decisions. Ensures personnel actions and payroll budgets are up-to-date and accurate. Analyzes and reconciles college payroll information for faculty, staff and graduate assistants between PeopleSoft HR and finance systems. Composes routine personnel memos on behalf of the Chief Financial Manager and Dean.
- Responsible for reviewing and approving portions of the human resources tasks, as assigned, including personnel requisitions, appointments, funding changes, re-appointments, and off-cycle reviews of position descriptions. Tracks and prepares reports. Reviews department submissions for accuracy and makes corrections or gathers more information as necessary. Monitors personnel actions in accordance with established campus policies, procedures and guidelines.
- Reviews all search documentation and ensures compliance with University employment processes.
- Works with the Chief Financial Manager to track and process personnel actions for grants, fellowships, and research leaves; monitors spending and deadlines dates.
- Collaborates with other colleges and departments regarding joint appointments. Develops collaborative working relationship with central HR.
- Maintains current knowledge and understanding of regulations, current practice, new developments and applicable laws regarding human resources.
- Assists Chief Financial Manager on all matters related to fiscal processes, including budget development, planning, and allocations; reporting; and monitoring expenditures for all fund types within the college. Assists with complex analysis of fiscal budgets, projections, and allocations of all funds including state, tuition retention, GOF, revenue operations, gift, endowment, faculty start-up and grants. Assists with developing and revising HFA internal financial procedures and keeping abreast of updated University policies.
- In collaboration with the Chief Financial Manager and with the Dean, coordinates the annual budget process within HFA, including: preparing budget templates, collecting and compiling budget data, consolidating reports for review and funding decisions with the director and with the dean.
- In collaboration with support staff, oversees tracking of Five Colleges commitments, including exchange appointments, billing and transferring of funds, payroll projections, and interacting with Five Colleges, Inc., and the other four participating colleges pertaining to Five Colleges appointments.
- In collaboration with Chief Financial Manager, oversees the annual preparation of the college's 18 revenue-based budgets for submission to the Budget Office, including serving as resource for departments, analyzing activity, ensuring financial stability, reviewing fee structure and adjusting appropriately, and discussing all budgetary components and spending plans with department staff for each cost center.
- Working with the Chief Financial Manager, makes recommendations and initiates practices and procedures for improved administrative efficiencies and financial integrity of administrative and financial policies and practices within the college and works collaboratively and cooperatively with the director in areas of overlapping responsibility.
- Assists in preparing presentations and other communications related to budget information (e.g., budget hearings, town meetings, budget narratives, annual budget requests to senior administration).
- Develops and oversees training programs for HFA faculty and staff. Training programs will be facilitated by HFA Personnel and Finance support staff.
- Acts on behalf of the Chief Financial Manager as needed.
- Performs related duties as assigned or required to meet Department, Executive Area/Division, and University goals and objectives.
- Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with University policy.
- Contributes toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.
- Understands and contributes to implementation of departmental and institutional goals for achieving non-discrimination and creating a respectful, inclusive environment that is supportive of diversity.
- Uses access to sensitive and/or not yet public university related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- An Associate's degree plus 5 years of relevant experience OR a Bachelor's degree plus two years of relevant experience.
- Knowledge of federal/state employment laws and the ability to interpret and apply academic/HR policies and Collective Bargaining Agreements.
- Experience in the development and presentation of financial reports, with experience in standard PC financial software. Excellent computer skills, including Microsoft Office (Excel/Word/PowerPoint), and databases.
- Must have a proven ability to manage multiple projects simultaneously and successfully within provided deadlines.
- Must exhibit a high degree of independent action, judgment and initiative; possessing excellent interpersonal, organizational and communication skills and fostering harmonious working relationships with a diverse population.
- Must be well organized, decisive and have superb attention to detail.
- Database knowledge and ability to generate custom financial and personnel reports.
Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- A strong understanding of multiple funding sources.
- Previous experience in Human Resources and/or Finance.
37.5 hour work week. Typical work schedule Monday through Friday from 8:30am to 4:30pm.
PROFESSIONAL STAFF SALARY ADMINISTRATION PROGRAM POSITION LEVEL 26
Special Instructions to Applicants
Please submit your letter of interest, résumé, and the names, email addresses, and phone numbers of three professional references to:
Applicants should apply by the priority deadline of December 12, 2018 to ensure consideration.
On-campus applicants are defined as Amherst campus non-student employees.
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.