Assistant to the DeanDirector of Operations & Finance-University Library (Internal Opportunity Only)
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Job Location:
Lowell, MA - USA
Monthly Salary:
Not Disclosed
Posted on:
2 days ago
Vacancies:
1 Vacancy
Job Summary
General Summary of Position:
This being an internal opportunity only current UML Employees irrespective of Bargaining units are eligible to apply for this position.
Reporting to the Dean of the University Library the Assistant to the Dean of the University Library and Director of Operations and Finance provides high-level administrative communications and project support that advances the Librarys mission and strategic initiatives. This position plays a critical role in ensuring the smooth and effective operations of a complex R1 University Library with three locations. This position is the central point of responsibility for the Librarys function with a focus on essential operations and process management not performed by any other position in the Library including operating budget and financial processes as well as core Library administrative and operational responsibilities ensuring that the Dean can focus on strategic leadership. The role requires confidentiality accuracy discretion and sound judgment. Responsibilities include managing budgets and financial reporting coordinating projects preparing written communications and ensuring effective administrative support for Library initiatives.
We seek candidates with a strong customer service orientation outstanding communication skills and good judgment; who can work both independently and collaboratively; who manage details while keeping the larger picture in view; and who bring a growth mindset and a commitment to lifelong learning.
Essential Job Duties:
Administration & OperationsManagement:
- Primary point of contact for all internal and external partners for the Dean of the University Library.
- Coordinate and manage administrative and operational activities that ensure the Deans office functions effectively.
- Schedule and coordinate meetings events and Library staff activities.
- Serve as the Deans liaison withUniversityoffices including senior administrators faculty and staffas well as community partners and donors.
- Oversee human resource functions for theLibrary including part time staff budget and contracts onboardingaswellasjobpostings and candidate interviewprocesses.
- Stay current withUniversitypolicies andprocedures andcommunicate updates to the Dean andLibrarystaff.
- Participate in project teams committees and working groups advancing Library priorities.
- Support documentation tracking and reporting forLibraryprojects and initiatives.
Budget & Financial Management:
- Develop document andmaintaintheLibrarysinternal budget and financialworkflows.
- Managethe Librarys operating budget and approve and execute associated financial transactions. Mustpossessa high levelof comfort with budget journals transfers audits and dataanalysis.
- Preparemonitor and reconcile theLibrarysoperating budget including purchase orders account tracking and invoice processing.
- In collaboration with the Assistant Director of Collections provide fiscal analysis (long- and short-term) and budget forecasting to support overall Library strategicobjectives. Ensure end-of-year financials closewithout deficits and meet UMass system requirements for contracts and financial processes.
- Serve as the Librarys liaison with the Office of University Advancement to ensure all endowments are beingutilizedto meet the desires of the associated donor(s) and properly reported. Track and report spending from endowed funds; prepare annual and ad hoc reports.
- Coordinate and process all travel and professional development and reimbursement requests.
- Ensure the Librarys financial operations align withUniversitypolicies and deadlines.
- Maintains the skills andproficiencywith Universitys and UMass Systems policies and systems to ensure theLibraryscompliance with procurement and financial transactions.
- Serve on Library committees and taskforces asappropriate toprovide budget guidance andexpertise.
Communications Data and Project Management:
- Draft edit and review correspondence reports and documents on behalf of the Dean.
- Review and copy edit internal and external Library communications.
- Compile analyze and interpret statistical and assessment data to support decision-making and accreditation reporting.Track and manage multiple projects providing regular updates and status reports to the Dean.
- Collaborate with Library and university communications staff todisseminateinformation about theLibraryto internal and external audiences.
- Ensure that the Dean is well briefed and prepared for scheduled meetings and allappropriate materialsare available.
Other Job Duties:
- Support Library-sponsored programs public events and Dean-led initiatives.
- Perform related duties as assigned.
- Support Library-sponsored programs public events and Dean-led initiatives.
- Perform related duties as assigned.
Working Conditions:
- Occasionaltravel between campuses and attendance at off-site meetings.
Promote the Universitys commitment to customer service by:
- Building effective partnerships with co-workers throughout the University by freely sharingappropriate informationandproviding assistancewhen needed.
- Ensuringoptimumservice to all internal and external partners in response to all requests for service and information.
- Maintaining an environment that is welcoming topersonsof all backgrounds nationalities and roles.
- Embracing lifelong learning and professional development.
Minimum Qualifications (Required):
- Masters degree with a minimum of 35 years of progressively responsible administrative experience. *Will consider candidates with a Bachelors degree and a minimum of 6-8 years of progressively responsible administrative experience.
- Project management experience required and prefer experience in an academic library.
- Demonstrated experiencemanaging the operations budget of an academic library and generating regular budget reports.
- Strong analytical skills including the ability to interpret dataidentifytrends and prepare reports.
- Excellent written and verbal communication skills with proven ability to draft edit and review professional documents and correspondence.
- Experiencecopyeditingand working in an information organization such as an academic library or publishing.
- Demonstrated ability to manage multiple priorities projects and deadlines in a fast-paced environment.
- Proficiencywith Microsoft Office Suite (Excel Word PowerPoint) and comfort learning institutional systems (e.g. HR finance data platforms).
- Ability to handle confidential information with discretion and professionalism.
- Strong interpersonal skills andprovenability to work independently exercise sound judgment and serve as a trusted advisor to senior leadership.
Preferred Qualifications:
- Masters degree in business administrationaccountingorotherrelatedfields.
- Experience in an academic library.
- Experiencewith university financial and HR systems (e.g. PeopleSoft or similar enterprise systems).
- Demonstrated ability to manage special projects includingcandidate interviewscommunications initiatives as wellas eventand spaceplanning.
Special Instructions to Applicants:
This is a full-time benefited non-unit professional position in gradeP17.Anticipated salary based on experience within the range: Minimum $th quartile $74725 and midpoint $83758.
Pleaseinclude a resume and cover letter with your application. Names and contact information of three references will be required at the time of application.
Required Experience:
IC
Key Skills
- Risk Management
- Negiotiation
- Operational management
- Smartsheets
- Strategic Planning
- Team Management
- Budgeting
- Leadership Experience
- Program Development
- Supervising Experience
- Financial Planning
About Company
UMass Lowell, a midsized public research university located north of Boston, offers full- and part-time students bachelor’s, master’s and doctoral degree programs online and on campus.
