Assistant Director- (Finance and Administration)

General Summary:

The Assistant Director, Finance and Administration is responsible for assisting the Director, Finance and Administration with the oversight and management of the Graduate Studies Assistantship program funds, Graduate Studies Fellowships, and Internships.

Working under the direction of the Director, the incumbent will serve as a secondary interface for the Graduate Studies with the Graduate Employees Organization (GEO), including participation on the university bargaining team and provide information to support university administrators in the bargaining process.

The Assistant Director, Finance and Administration will assist the Director, Finance and Administration with the creation and management of the Graduate Studies account annual budgets. The Assistant Director will also assist the Director with the management of Graduate research awards and fellowships. The Assistant Director, Finance and Administration is responsible for all duties of the Director in his/her absence to ensure the continuous operations of the department and fulfillment of stakeholder needs.

Examples of Duties:

• Assist with formulating and putting into place graduate assistantship funding strategies and allocations; monitor the disbursement and appropriate use of those funds for all Graduate Programs and develop sophisticated reports on the same.
• Assist in the Graduate Assistantship collection roster process to gather appointment information and ensure data validity; execute appointment data in the HR Direct system; and monitor and process changes as needed.
• Provide support to the Director, Finance and Administration regarding GEO bargaining and assist with the development and review of back-up information and data to inform the bargaining process; provide advice to the Director, Finance and Administration concerning potential new benefits and revisions to the agreement and work with Human Resource on such issues.
• Provide advice and direction to Graduate Program Directors and staff on assistantships funds; serve as a key point of contact for graduate assistants and other university offices (Human Resources, Bursar, Controller's Office).
• Assist with the execution of all assistantships linked tuition contracts and waivers, and other health and welfare benefits, such as student health insurance, dental and vision payments, and other contractual benefits as appropriate; work with Graduate Program Directors and other university staff to ensure that the execution of assistantship contracts are both accurately and timely processed and follow university, state, and federal guidelines.
• In the absence of the Director, Finance and Administration, serve as primary office liaison to GEO staff. Vacant Graduate Studies 3/14/24 Staff Assistant Director, Finance and Administration Non-Unit 4/1/2024 * Assist with the coordination and processing of additional non-assistantship hires, such as winter and summer graduate student hourly hires, graduate fellowships, and interns.
• Assist with training of Graduate Studies staff, GPDs, and department staff in the preparation and execution of all paperwork, including but not limited to contracts, tuition waivers, associated with the assistantship appointment process; coordinate pre-employment paperwork and I-9 documentation with University Human Resources and benefits enrollment with Graduate Assistants and department staff.
• Assist the Director, Finance and Administration with the overall oversight and review of all fund expenditures for the Graduate Studies accounts and reporting on the same.
• Participate in special projects and initiatives for the Director, Finance and Administration.
• Attending meetings, conferences and seminars for professional development purposes as approved by the Director, Finance and Administration.
• Perform all duties of the Director in their absence or unavailability.
• Perform other duties as required.

Qualifications:

Master's degree in business, Public Administration, Human Resources, or a closely related field is required and a minimum of (2) years of progressively responsible, substantial, and successful experience in financial and personnel management and administration of a complex business unit, preferably a research business unit in an academic or related environment is required. PeopleSoft experience preferred. Skill in the use of enterprise business systems is required.

• Demonstrated high degree of initiative and independent judgment with a record of teambuilding is essential.
• Proficiency with Microsoft Office Suite, as well as Adobe Acrobat.
• Knowledge and a proven record of success and integrity in budget development, fund accounting, financial analysis, personnel management, and business administration, including the ability to analyze financial information and report findings in a way to help managers and executives make effective business and investment decisions.
• Working knowledge of state and federal employment laws and regulations.
• Familiarity with employment and personnel policies and best practices, preferably in an academic environment.
• Demonstrated ability to handle complex and confidential material with discretion.
• Ability to develop and maintain effective working relationships with people with diverse skills and interests.
• Ability to work in a team environment with various levels of staff within the organization.
• Ability to prioritize and work under pressure in a deadline-oriented environment.
• Ability to work extended hours as required.
• Skill in the application of institutional core values to daily operations.
• Strong analytical and creative critical thinking skills.
• Strong collaboration, interpersonal, leadership, organizational, analytical, and critical thinking skills.
• Strong written and oral communication skills.
• Strong commitment to customer service.

Application Instructions:

Please apply online with your resume, cover letter and list of three references.

Review of candidates will begin following the application closing date.

Salary Range: Commensurate with experience

This is a non-union exempt position.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact HRDirect@umb.edu or 617-287-5150.