Associate Director, Financial Management for Research & Graduate Studies
Apply now Job no: 506798
Position Type: Staff Full Time
Campus: UMass Boston
Department: Graduate Studies & Admissions
Pay Grade: No Pay Grade
Date opened: 23 Nov 2020 Eastern Standard Time
Applications close: 28 Jan 2021 Eastern Standard Time
The Associate Director for Financial Management for Research and Graduate Studies is responsible for oversight and management of the Graduate Studies Assistantship program funds, Graduate Studies Fellowships and Internships; the development, review, submission, and reporting of assistantship related data, including historical trends, projections, and analytics, to university administrators and external agencies; and for campus responses to external information surveys, such as National Science Foundation (NSF). The Associate Director will also be responsible for periodic graduate enrollment reporting, in conjunction with their normal Assistantship management duties.
Working under the direction of the Director, the incumbent will serve as a primary interface for the Office of Graduate Studies with the Graduate Employees Organization (GEO), including participation with the Dean on the university bargaining team and providing data to support other senior level university administrators in the bargaining process. S/he is responsible for helping to devise implementation strategies for award of new benefits or enforcement of new provisions arising from revisions to the bargaining agreement; assuring that program directors and other units, and individual assistants, are in compliance with all provisions of the bargaining agreement; attend scheduled monthly bargaining unit meetings and update sessions; and advise the Director, Financial Management for Research and Graduate Studies and Vice Provost for Research and Graduate Studies on current and new policies and procedures related to graduate assistantships and the GEO bargaining agreement.
The Associate Director for Financial Management for Research and Graduate Studies is responsible for the collection, processing, and reporting of Graduate Admissions deposits and refunds.
The Associate Director for Financial Management for Research and Graduate Studies is responsible for the reporting and data analysis, including historical trends, future projections, and burn rates, of the UMB research portfolio, including internal awards, external awards, and rtf accounts. This includes the development, review, submission, and reporting of research related data to university administrators and external agencies; and for campus responses to external information surveys, such as National Science Foundation (NSF). The Associate Director will work collaboratively with the Director to create and implement policies and procedures to manage internal research funds from creation to closeout.
The Associate Director for Financial Management for Research and Graduate Studies will assist the Director of Financial Management with the creation and management of the VPR account annual budgets, including reporting and analytics. The Associate Director will also assist the Director with the management of Undergraduate and Graduate research awards and fellowships.
The Associate Director for Financial Management for Research and Graduate 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 the Director of Financial Management for Research and Graduate Studies with the overall oversight and review of all fund expenditures for the Graduate Studies and VPR area accounts and reporting on the same; develop databases and data collection tools using third party tools, such as Tableau, Access and Excel; design and prepare summary reports of data according to program needs and guidelines; prepare data for annual, quarterly and monthly review;
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;
Responsible for assisting in the coordination of support to Graduate Programs, expenses and arrangements which pertain to Graduate Program review, accreditation and licensure;
Participate in the GEO bargaining as a core bargaining team member and review back-up information and data to inform the bargaining process; provide advice to the Director, Financial Management for Research and Graduate Studies concerning potential new benefits and revisions to the agreement and work with Human Resource on such issues; coordinate and collaborate with HR, A&F, and the Provost's Office on the implementation of new contract provisions.
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, Office of Budget and Financial Planning, etc.);
Develop and maintain Graduate Assistantship data frameworks and collection rosters to gather appointment information and ensure data validity; execute appointment data in the HR Direct system; and monitor and process changes as needed.
Execute all assistantship linked tuition contracts and waivers, and other benefits, such as health insurance, 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 are in compliance with university, state and federal guidelines;
Work directly with the Director, Financial Management for Research and Graduate Studies to develop and implement Graduate Program Director stipend guidelines; responsible for coordinating all paperwork relative to Graduate Program Directors' appointment statuses, as well as available funds for the same;
In the absence of the Director, Financial Management for Research and Graduate Studies, serve as primary office liaison to GEO staff;
Provide the Director, Financial Management for Research and Graduate Studies with information, data and reports to assist with the development and implementation of administrative structures to implement new benefits or provisions of the bargaining agreement collaborating with stakeholders where necessary;
Institute, monitor, and apply administrative structures that assure that all programs, administrative units and individual assistants will be in compliance with bargaining agreement provisions; act as a team member on the vetting and approval of all job postings; continually update and monitor the office's GEO Implementation Guidelines;
Coordinate and process additional non-assistantship hires, such as the winter and summer graduate student hire; graduate fellowships and interns.
Provide support to the Director, Financial Management for Research and Graduate Studies on the authorization of student hiring, on the establishment of student pay schedules and coordination of student work hours;
Respond to survey data requests from external agencies; report on assistantship funding, use of assistantships and enrollment data; compile similar reports for internal use by the Director, Financial Management for Research and Graduate Studies, Dean and other Graduate Studies executive staff; serve as intermediary with other institutions for the exchange of student and assistantship data;
Conduct training of Graduate Studies staff, GPDs, and department staff in the preparation and execution of all paperwork, including but not limited to contracts, I-9 documentation, tuition waivers, associated with the assistantship appointment process; coordinate pre-employment paperwork and benefits enrollment with Graduate Assistants and department staff.
Collect and process Graduate Admissions deposits and refunds;
Execute the creation of internal awards, monitor expenditures, and process closeouts in a timely fashion; reporting for management use and budgeting;
Monitor RTF account expenditures and budgets; calculating and disbursing annual F&A revenues to departments; reporting and analyzing for trends and projections;
Assist the Director of Financial Management with the creation and management of the VPR account annual budgets, including reporting and analytics.
Assist the Director with the management of Undergraduate and Graduate research awards and fellowships.
Create and maintain quarterly, annual, and as-needed reports on: research related gifts, graduate enrollments and support, the VPR research portfolio, VPR budget areas, trend analysis and projections on general areas and special topics for both internal management use and external national survey rankings (multiple NSF surveys and news reports);
Build and maintain datasets for all responsible areas for reporting, analysis, and accurate record keeping; Determine current and future reporting needs and proactively create innovative methods of meeting them;
Provide guidance to Director and Vice Provost on financial impacts and compliance issues on all Graduate Assistantship and research related matters; Participate as a member of the VPR leadership team;
Participate in special projects and initiatives for the Director, Financial Management for Research and Graduate Studies;
Attend meetings, conferences and seminars for professional development purposes as approved by the Director, Financial Management for Research and Graduate Studies;
Perform all duties of the Director in their absence or unavailability;
Perform other duties as required.
Master's Degree in Business, Public Administration, Human Resources or a closely related field is required and a minimum of five-seven (5-7) 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. Demonstrated knowledge of program administration guidelines of both Federal and non-Federal funding agencies is required. Membership in professional organizations such as NCURA, NACUBO, CGS, NAGS is Preferred. Extensive knowledge of using, writing queries, and reporting from an enterprise-wide financial management and administration system is required. PeopleSoft experience preferred. Skill in the use of enterprise business systems is required. Demonstrated skill in accounting systems and progressive business analytics is preferred. Demonstrated high degree of initiative and independent judgment with a record of team building is essential.
Proficiency with Microsoft Office Suite, as well as Adobe Acrobat; SQL reporting preferred
Knowledge and a proven record of success and integrity in budget development, fund accounting, research grant 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 in contracting, procurement, inventory control, business plan development and ROI analysis;
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 motivate others;
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 problem solving skills;
Strong collaboration, interpersonal, leadership, organizational, analytical and problem-solving skills;
Strong written and oral communication 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 position.
All official salary offers must be approved by Human Resources.
Applications close: 28 Jan 2021 Eastern Standard Time
The University Of Massachusetts Boston