Director of Administration & Finance - Department of Political Science (Hybrid Opportunity)

Job no : 524739

Work type : Staff Full Time

Location : UMass Amherst

Department : Political Science

Union : PSU

Categories : Administrative & Office Support, College of Social and Behavioral 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.

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.

Job Summary

The Department of Political Science Director of Administration and Finance serves in a senior leadership role, partnering with the Chair in the overall administrative and operational management of the department.

Essential Functions

• Provides leadership and supervision for all administrative and financial functions to ensure smooth departmental operations.
• Provides overall management and supervision of administrative staff. Proactively addresses issues related to supporting a positive work environment for staff, such as workload, professional development and relationships with faculty and students.

Works to effectively resolve staff conflict or performance issues. Oversees recruitment, selection, training, and evaluation.

Works collaboratively with staff to appropriately assign responsibilities based on position descriptions.

Provides confidential, executive level support to the Chair. Counsels on the current and projected financial status of the department.

In collaboration with the Chair determines annual budget allocations.

In collaboration with the Chair and Personnel Committee Chair, manages the tenure track and non-tenure track faculty search and hiring process, the preparation of faculty tenure and mini-tenure, promotion in APWS, and PMYR cases.

Plans for and ensures that all department personnel actions and related reporting are completed with timeliness and compliance.

• In collaboration with the Academic Program Manager, develops effective and efficient online tracking systems and documentation to provide proactive and timely reports for departmental planning purposes, including paid and unpaid leaves and course buyouts, and event planning.
• In collaboration with the Chair, Undergraduate Program Directors, Graduate Program Director, Associate Director of Academic Programs, and Academic Programs Manager, determines instructional resource needs and allocations that meet curricular demands.

Manages teaching assignments and contracts for faculty, lecturers, and graduate teaching assistants. Prepares requests and reports needed for the Supplemental Instructional Allocation requests.

• Collaborates with the Chair on a variety of special projects, including department strategic planning. Proactively supports departmental planning, schedules and oversees facilities projects.
• Plans and facilitates department space use; serves as department reporter for the annual space survey.
• Manages faculty and graduate student visa processes. Maintains records of documentation for international employees. Tracks immigration status expiry dates and notifies employees of upcoming renewals.
• In collaboration with College-level communications staff, oversees all communication outlets in the department, including website, newsletters, reports, social media pages / sites, etc.

Oversees department events and conferences. Engages with high-profile speakers for public lectures and other department activities to ensure smooth execution events.

Other Functions

• Performs related duties as assigned or required to meet department, executive area / division, and university goals and objectives.
• Serves on relevant Department and College level committees.
• Serves in a backup role to other staff as required, ensuring smooth administration of the department.

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

• Bachelor’s Degree with five years of managerial and / or project management work experience, or Master's Degree with three years of managerial and / or project management work experience.
• Excellent managerial, leadership, negotiation, and project management skills and ability to manage crisis or changing situations effectively.
• Excellent initiative and problem-solving skills. Ability to make sound and mature decisions and to carry out assignments in an organized and timely manner, balancing the demands of concurrent and potentially competing projects.
• Excellent writing and editing skills. Superlative communication, interpersonal, and supervisory skills.
• Ability to motivate and lead a team to facilitate collaborative projects, and to work cooperatively with staff, faculty, department chairs, and administrators.
• Experience developing and strategically managing budgets.
• Strong collaborative skills with the ability to work productively and diplomatically with faculty and staff within and beyond the department, as well as constituents from outside the university.
• Extensive knowledge of Microsoft Office (e.g., Word, Excel, Outlook, etc.), with the ability to learn quickly additional application software relevant to the position.

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

• Experience working in a higher education environment.
• Experience with staff supervision and leadership.
• Understanding of academic department administration.
• Experience with human resources and financial administration.
• Experience with UMass systems.

Physical Demands / Working Conditions

• Typical office work environment.
• This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee’s work is regularly performed at a location other than the campus workspace for a portion of the week.

As this position falls within the Professional Staff Union, it is subject to the terms and conditions of the Professional Staff Union collective bargaining agreement.

Work Schedule

• Monday Friday, 8 : 30 am 5 : 00 pm.
• Occasional night or weekend hours may be required.

Salary Information

PSU Level 27

Exempt Hiring Ranges

Special Instructions to Applicants

Upload your resume and cover letter along with your completed application. Our team will check references at the final stage of the interview process.

Please be prepared to provide contact information for at least three (3) professional references. This position will remain open until filled or the advertised closing date, whichever occurs first.

Early submissions are recommended.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination 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 UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised : Aug 23 2024 Eastern Daylight Time

Applications close : Nov 24 2024 Eastern Standard Time