Job no: 508775
Position Type: Staff Full Time
Campus: UMass Boston
Department: Healey Library
Pay Grade: No Pay Grade
Date opened: 16 Jun 2021 Eastern Daylight Time
Applications close: 16 Jul 2021 Eastern Daylight Time
Reporting to the Dean of University Libraries (DOUL/DOL), the Assistant Dean for Administration and Finance will serve as the chief financial and operations officer for University Libraries and will be responsible for managing all fiscal responsibilities related to budgeting, needs assessment and resource allocation; and will oversee all personnel and human resources procedures for University Libraries, supervising the execution of all faculty and staff personnel actions and payroll records. The incumbent may represent the University Libraries in union contract negotiations and serve as primary liaison with Human Resources regarding contract implementation issues. In addition, the incumbent will supervise the Circulation Desks Manager, who is responsible for all aspects of the staffing and processes of the Library’s public service desks. As a member of the library leadership team, the assistant dean will work to ensure organizational efficiency and effectiveness; share responsibility for policy formulation, resource allocation, and organizational development; contribute to shaping strategic initiatives; and play a key role in establishing priorities, assessing outcomes, and accomplishing the vision for the Library’s future, in alignment with the University’s strategic plan.
Examples of Duties:
- Serve as the chief financial and operations officer for the University Library; responsible for the compliance, payroll, accounting, planning and report efforts for the library; develop financial control systems and provide oversight and monitoring of expenditures and resolution of problems resulting from over-expenditures; advise the Dean on budget strategies; work closely with other Associate Deans, as well as the Assistant Deans, Department Heads, faculty librarians, and staff on all administration and finance-related matters for Dean of University Libraries (DOUL/DOL);
- Oversee the daily operational budget of the Dean’s Office and the budgets of all functional areas of library operations; prepare the spending plan and annual budget; oversee, track and confirm accuracy of the DOUL/DOL and departmental budgets and all DOUL/DOL funds and grant/foundation accounts; prepare financial reporting and related analyses, working closely with the Office of Budget and Financial Planning (OBFP), the Office of the Provost and the Office of Research and Sponsored Programs (ORSP);
- Assist the Dean with managing departmental endowment funds; conduct monthly reviews of new funds added and expenses charged to the Dean’s endowment accounts; prepare and record account deposits and follow-up on expenditures and revenues in the UMass Boston financial system;
- Advise the Dean and Department Chairs on budget strategies, new faculty staff union (FSU) start-up accounts and other staff development and travel requests;
- Oversee the strategic leadership for the library’s payroll operations; prepare payroll projects and periodic reports on expenditures for the Dean;
- Evaluate student appeals on fines and communicate final decisions to Circulation department and student and will oversee monthly reconciliation of Circulation fines, waivers and deposits.
- Serve as proxy and signatory for all DOUL/DOL departments;
- Oversee the strategic leadership for the library’s procurement operations guided under the direction of the Dean, including procurement of critical Intellectual Property (IP) needed for teaching, learning and research, as well as other goods essential to the operation of library services and collections, including databases, hardware and software, ensuring all purchases and procurement meet campus accountability and procurement procedures; responsible for reviewing, analyzing and overhauling the Library’s procurement processes as necessary to maintain and comply with university standards;
- Serve as primary contact for all procurement activities, including contract preparation, bid evaluations and supervision of associated billing and payments; collaborate with senior staff to analyze vendor offers and products, as well as to review licenses and contracts and to coordinate trials for products and services; serve as main contact for all outside vendors regarding acquisition and payment of library resources;
- Serve as liaison between the Dean’s Office and other administrative offices across the university related to budget, grants and personnel matters; advise the Dean regarding budgetary and personnel matters, as needed; represent the library and its interests on new and/or revised accounting and budgeting procedures and policies; responsible for communicating such changes to the business operations staff, as well as senior library leadership;
- Supervise and lead the staff within the business office to maintain and execute all operational tasks associated with the library, with specific attention on staff execution of day-to-day operational support; maintain the Human Resources and financial electronic system, review and approve electronic personnel actions, requisitions, purchase orders and travel reimbursements submitted by administrative staff;
- Oversee and coordinate all staff and faculty recruitment and hiring for the library; manage the faculty/staff search and hiring process to ensure that the library is following university policies and procedures; oversee the processing of all human resources paperwork, as well as serve as the Dean’s signatory on all human resource actions; supervise and troubleshoot payroll activities, as needed;
- In conjunction with the Provost Office, assist with preparing, approving and executing FSU appointment contracts and personnel procedures for departmental staff;
- Oversee all capital, maintenance and technological improvements expenditures;
- Enhance operational procedures, systems and principles as necessary in the areas of information flow, management, business processes and enhanced management reporting in the Circulation department.
- Supervise, support and mentor Assistant Business Manager and Circulation Manager.
- Manage physical space planning for the library, including service spaces and office space.
- Work closely with Collections Development Librarian to operationalize the acquisition of all resources.
- Monitor significant and important changes in formats, etc. of library materials to secure campus support of licensing agreements, changes in library and campus policies needed to accommodate new formats;
- Responsible for coordinating with Procurement, the Office of the Provost, University Librarian and Library department heads to secure library resources’ licensing and renewals, including vendor selection, communication and evaluation of vendor services and contracts;
- Coordinate compliance with performance management program, staff evaluations and merit distribution for all staff;
- Assist the DOUL/DOL, faculty and staff with implementing university and state-financial policies and procedures;
- Represent DOUL/DOL management as required in negotiating sessions for collective bargaining agreements with professional, faculty, and classified staff unions;
- Participate in monthly Assistant Dean meetings, as well as other administrative and financial meetings as appropriate;
- Demonstrate cultural competency in facilitating a work environment that encourages knowledge of, respect for, and development of skills to engage with those of various cultures and backgrounds.
- Perform other duties as assigned.
Bachelor’s Degree, Master’s Degree preferred, and a minimum of five to seven (5-7) years of experience in higher education administration, business and/or budget management, grants accounting and management, human resources or a closely related field is required. Demonstrated success in developing and maintaining operational systems for effective budget management, including complex data analysis and reporting is required. Experience with PeopleSoft strongly preferred.
- Proficiency with Microsoft Office and other standard administrative software and financial reporting systems;
- Demonstrated ability to handle confidential information with discretion;
- Ability to manage and develop staff;
- Ability to understand and apply university policies and procedures, as well as the laws, rules and regulations pertaining to financial and human resource management;
- Ability to effectively communicate at all levels and with multiple constituents and to deliver difficult messages with tact and diplomacy;
- Ability to analyze data and other information utilizing and maintaining spreadsheets and databases;
- Ability to develop and bring to completion multiple assignments concurrently;
- Ability to work independently and to respond flexibly to changing events;
- Ability to effectively manage complex financial and human resource situations;
- Strong quantitative and financial reporting skills, and expertise in data extraction, analysis and report presentation;
- Strong oral and written communication skills;
- Strong organizational skills, with the ability to be flexible and manage multiple, challenging projects simultaneously in a fast-paced work setting;
- Strong interpersonal skills, including the capacity to work cooperatively with a wide range of individuals within a large and complex organization;
- Strong analytical and problem solving skills;
- Strong commitment to customer service.
Please apply online with your resume, cover letter and list of three references.
Review of candidates will begin following the application closing date.
This is a non-union exempt position.
Salary Range: Commensurate with experience
All official salary offers must be approved by Human Resources.
Applications close: 16 Jul 2021 Eastern Daylight Time