Financial and Department Administrator
Job no: 507732
Position Type: Staff Full Time
Campus: UMass Boston
Date opened: 31 Mar 2021 Eastern Daylight Time
Applications close: 09 Apr 2021 Eastern Daylight Time
The Financial and Department Administrator for Sociology is responsible for maintaining the daily administrative and financial support functions for the Department of Sociology. The incumbent will interact daily with the full-time faculty, along with part-time/adjunct faculty, graduate teaching assistants, and numerous undergraduate students and will provide them with direct administrative and financial support. They will monitor departmental finances and human resource needs for three undergraduate programs, as well as Applied Master’s and PhD programs; will assist the Chair of the Department in the scheduling of class sections each regular academic semester; and will serve as the department property administrator, working with relevant University units to ensure the smooth on-boarding of new personnel. Incumbent will also oversee the work performed by the Administrative Assistant I, and directly supervise work-study students assigned to the department.
Examples of Duties:
- Provide administrative and financial support functions for the Sociology Department; greet and direct visitors; receive and direct internal and external phone and e-mail inquiries; provide direct administrative support to department faculty; provide routine information and support to students regarding departmental programs and requirements;
- Responsible for monitoring the finances and human resources needs of the department’s undergraduate program as well as its applied masters and PhD programs (the latter in coordination with the department’s Graduate Program Coordinator); handle all department finances, internal grants (except those incurred on research projects funded by extramural grants), and financial tasks such as tracking monthly/annual finances and processing all financial reimbursements for faculty, staff and students;
- Process all human resources paperwork and related requests for the department; serve as department timekeeper; assist with faculty searches, including travel arrangements and travel reimbursements, as well as coordinating and scheduling the interview process; may assist on search committees and working groups as requested;
- Prepare non-tenure track faculty contracts each semester; prepare salary amount and percentage to be paid by the department and identify remaining percentages for split funding, forward completed forms to CLA Dean’s Office for review and signature;
- Coordinate the assignment of non-tenure track faculty to offices, making changes as needed to in relation to schedule changes each semester; assist the graduate Program Coordinator in the assignment of offices to graduate student teaching assistants and teaching fellows;
- Serve as ProCard cardholder for the department and maintain ProCard activity log of all purchases; receive and maintain original itemized receipts for items purchased, as well as travel arrangements, department events and other department expenses and complete necessary forms for payment; reconcile statements in compliance with university regulations, policies and procedures; complete funding reallocations; prepare and process purchase orders and disbursement vouchers;
- Maintain the inventory of departmental supplies and purchase supplies, goods, and services as needed; prepare purchase orders in conformity with existing departmental and University policies and procedures;
- Work with the Department Chair and faculty on critical and sensitive projects, which may require multiple deadlines, such as fourth- year, tenure, and post-tenure reviews, as well as faculty promotion cases, AQUAD assessments, Annual Faculty Reports (AFRs) and other reviews; compile candidate tenure and promotion files and process according to standardized University policies and procedures;
- Oversee the student course evaluation process at the close of each semester;
- As required, assist the faculty course scheduler and the Administrative Assistant I in the scheduling of class sections, including entering scheduled course information in the University’s scheduling system and updating the schedule as changes are needed prior to the start of each semester; facilitate classroom changes for faculty whose classrooms do not meet their teaching needs;
- Serve as department property and IT administrator and work with relevant departments to ensure the smooth on-boarding of new staff; ensure that all new hires receive e-mail and telephone access and appropriate office space, as well as access to required software applications, when appropriate; serve as department point person regarding equipment issues and office moves/logistics;
- Coordinate efforts with internal and external departments and customers, as well as faculty and students, to exchange information, resolve problems and/or facilitate progress of departmental programs, functions and activities;
- Maintain and update Department records;
- Responsible for maintaining and updating department website and social media, as necessary;
- Meet regularly with Department Chair; assist in planning Department meetings and retreats including preparing and copying necessary materials;
- Perform other duties as assigned.
The incumbent must have at least three years full-time, or equivalent part-time, experience in office management, office administration, business administration, or business management. Experience with general accounting is preferred.
- Knowledge of standard office practices and procedures including office record keeping office correspondence control, the types and uses of office equipment and supplies and business letter preparation;
- Knowledge of software applications, including office software and database management. Software and systems which will be used by the applicant on a daily basis include Word, Excel, WISER, Blackboard, HR Direct, Buyways, Summit, Zoom/Skype. Experience with Adobe Creative cloud is also necessary.
- Knowledge of the principles, practices and procedures of office management, including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation;
- Knowledge of the types and applications of standard office filing systems;
- Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities;
- Ability to communicate effective both orally and in writing and to maintain communication with internal and external program constituencies;
- Ability to supervise the work performed by others;
- Ability to follow guidelines and procedures, as well and written and oral instruction, as well as give written and oral instructions in a precise, understandable manner;
- Ability to communicate effective both orally and in writing;
- Ability to maintain accurate records;
- Ability to establish and maintain harmonious working relationships with others and to deal tactfully with others;
- Ability to research and navigate the internet and social media;
- Ability to exercise discretion in handling highly confidential information;
- Ability to exercise sound judgement;
- Ability to multi-task and prioritize tasks while respecting multiple deadlines;
- Strong interpersonal and organizational skills;
- Strong commitment to customer service.
Please apply online with your resume, cover letter and list of three professional work references.
Review of candidates will begin following the application closing date.
Hourly Rate: $25.93
This is a non-exempt position.All official salary offers must be approved by Human Resources.
Applications close: 09 Apr 2021 Eastern Daylight Time