Job no: 515145
Work type: Staff Full Time
Location: UMass Amherst
Department: Interdisciplinary Programs
Union: PSU
Categories: Accounting/Finance/Budget, College of Natural Sciences

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. Also, 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.

Job Summary

The Business Manager for interdepartmental graduate programs (IDGP) oversees the complete administrative operation of four IDGPs (Molecular and Cellular Biology, Neuroscience and Behavior, Organismic and Evolutionary Biology, and Plant Biology) within the College of Natural Sciences (CNS). This position provides leadership in the day-to-day administrative and operational functions of the IDGPs and is responsible for all financial and personnel activities in support of the missions of the programs.

Essential Functions

• Develop, administer, and assess budgets, projections, and spending plans. Analyze and forecast funding, making recommendations for short and long-term planning. Make spending and resource allocation decisions that support operations and goals.
• Oversee and supervise the program administrative office staff; direct, develop, and organize operational policies and protocols for the programs to ensure efficient functioning in support of program goals.
• Solve problems and provide diplomatic leadership in the day-to-day administrative and operational functions of the graduate programs.
• Advise graduate students on academic requirements and satisfactory progress toward degree, with special attention to program requirements and rules; proactively advise students who have not completed their requirements or are not making satisfactory progress. Update student files with advising notes and progress documentation as appropriate. Alert the Graduate Program Directors with student progress concerns. Provide ongoing advice to students throughout their degree program on electives that would best suit their interests and career goals.
• Oversee the preparation of graduate student contracts. Attend program-related committee meetings and provide support for the committee work. In collaboration with the Graduate School, create and maintain comprehensive, accurate, and organized student files from admission through degree completion.
• Assist in recruitment efforts by communicating with prospective students about the program and the application process. Represent the programs and provide admissions information for recruitment purposes. Plan and coordinate all aspects of the recruiting as well as individual visits. Collaborate and coordinate with the Graduate School to ensure that all student admission requirements are met. In collaboration with the Graduate Program Coordinators, evaluate submitted graduate application materials for compliance and completion, and facilitate the review of applications for the degree by the admissions committees. Manage the on-boarding process for all new graduate students.
• Develop and manage student events, workshops, or programs that support recruitment, retention, academic progress, and career success. Working with the directors, manage a wide range of graduate student scholarships. Monitor, initiate updates, and provide information for graduate program web pages or other communication needs. Work to ensure timely and comprehensive messaging to students and other audiences consistent with the strategic communication goals of the College.
• In partnership with the directors, oversee and manage the spending of program gift and endowment income accounts, ensuring effective use of the said funds while abiding by any existing donor agreements.
• Manage and execute program financial operations including procurement, OneCard management, travel, and expense reimbursements, deposits, and payables.
• Research and prepare information/reports for program reviews, strategic planning, surveys, and short/long-term program decision making. Utilize Flagship Analytics and other University data sources to gather data in support of such efforts.
• Serve as liaison with the Graduate School, University offices, the College of Natural Sciences, and staff for admissions, advising, student committee memberships, dissertation/thesis defenses, and other activities related to graduate student progress.

Other Functions

• Work collaboratively and effectively to promote teamwork, diversity, equality, and inclusiveness.
• Work in partnership with colleagues within the CNS community and across the campus to support the University and Dean’s strategic priorities.
• Perform other duties as assigned in support of the mission and goals of the IDGPs and the College.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Associate’s degree and four (4) years of experience in finance, administration, operations, human resources or higher education. A Bachelor's degree may be substituted for two (2) years of the required experience.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Excellent organizational skills and attention to detail with the ability to complete assignments in a timely manner, working while balancing demands of concurrent with potentially competing deadlines in an environment with frequent interruptions.
• Excellent interpersonal skills and ability to interact effectively and work productively in establishing and maintaining harmonious working relationships with a diverse population of staff and students.
• Ability to organize and prioritize goals; ability to collaborate well to formulate plans and objectives in accordance with overall program and college goals; ability to identify and implement process improvements.
• Strong technical aptitude with the ability to learn new technology quickly.
• Strong computer skills, including at least intermediate level proficiency with:
  • Email, calendar systems such as iCal, Outlook, or Google.
  • Word processing such as Microsoft Word or Google Docs.
  • Spreadsheets such as Microsoft Excel or Google Sheets.
• Previous experience in an academic environment.
• Excellent interpersonal skills and ability to maintain confidentiality.
• Excellent organizational and written communication skills.
• Knowledge of University finance procedures as well as general purchasing, budgetary, and accounting practices.
• Experience with Microsoft Teams (including Sharepoint and OneDrive).
• Ability to work with minimal supervision.
• Previous supervisor and hiring experience.
• Experience with graduate level science education.
• Master’s degree in a science or business field.

Physical Demands/Working Conditions

• Typical office environment.

Work Schedule

• Monday – Friday, 9:00am – 5:00pm.
• Occasional nights and weekends as needed.

Salary Information

Level 26

PSU Salary Ranges

Special Instructions to Applicants

Along with the application, please submit a resume, cover letter, and contact information for three (3) professional references. The search will remain open until filled.

As part of a commitment to their own multicultural community, CNS seeks an individual with a demonstrated commitment to diversity and one who will understand and embrace university initiatives and aspirations. (https://www.cns.umass.edu/diversity-equity-inclusion)

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.

Advertised: Aug 3 2022 Eastern Daylight Time
Applications close: