Assistant Dean, Administrative Services & Human Resources at University of Massachusetts Amherst in Amherst, Massachusetts

Job Description:

Job no: 525556

Work type: Staff Full Time

Location: UMass Amherst

Department: Library -Admin Services

Union: Non-Unit Exempt

Categories: Human Resources, Library

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

Under general direction of the Dean of University Libraries, the Libraries' Assistant Dean, Administrative Services and Human Resources (AD, ASHR) directs, manages, and oversees the Libraries financial accounting systems, budget development, procurement activities, payroll, student employment, information services, facilities, and all human resources functions, including training and development, and employee benefits. The position develops, manages, and executes services that address recruitment, retention and professional development of all staff in the University Libraries. Serves as the primary resource for the Libraries regarding all matters relative to campus personnel policies and procedures, and acts as primary liaison with Central Human Resources and other campus administrative offices relating to personnel matters. Serves as a member of the Library Leadership Team.

Essential Functions

• Reports to the Dean of University Libraries and serves as a member of the Library Leadership Team, participating in the overall governance of the UMass Amherst Libraries, including actively contributing to library-wide planning, policy making, programs, and goal-setting.


• Responsible for managing the Libraries' adherence to all University, union, federal, and state laws and policies for finance and human resources.


• Proactively represents the Libraries at appropriate professional meetings and conferences or in campus initiatives.


• Performs other related duties as assigned or required to meet department and University goals and objectives.

Financials:

• With the Dean of University Libraries, plans the Libraries' general operating, trust, gift, endowment, fee-based, and grant funds budgets totaling in excess of $22 million and monitors their expenditure during the fiscal year. Approves purchases on Libraries' accounts; serves as signature authority for the Libraries. Reviews and revises the Libraries' internal financial procedures; monitors and analyzes accounts to ensure that operational needs are met; prepares budget expenditure audits, budget projections, financial models, budget forecasts, analysis of expenditure data, periodic reports, and cost and workflow studies; supervises maintenance of accounting, inventory and property records.


• Develops and implements short-term and long-term funding options for strategic plans and on-going operations.


• Works closely with university-level administrators and peers in other campus departments/colleges to collaborate and strategize on financial and resource-based decisioning making, while also representing the Dean with various internal and external constituents.

Human Resources:

• Identifies immediate and long-term staffing needs. Develops staffing projections based on upcoming retirements, leaves, etc. Prioritizes new positions based on the strategic goals of the Libraries, makes recommendations to the Dean of University Libraries and provides cost/benefit analysis.


• Works with Campus HR to develop recruitment strategies and identify ways to strengthen and increase applicant pools. Provides guidance and training to interview panel members on relevant recruitment processes, and manages the personnel requisition process. In consultation with the Dean of University Libraries, manages hire offers and offer acceptance letters. Oversees and assesses new employee onboarding program in collaboration with department heads and central Human Resources.


• Identifies professional development opportunities and skill development needs for the organization and develops effective strategies and plans; facilitates and promotes team building, planning, communication required for professional growth of personnel.


• Monitors personnel actions in accordance with established campus policies, procedures and guidelines. Manages and maintains tracking tools for monitoring personnel actions required of departments such as staff evaluations, librarian promotions, PMYR and sabbaticals as well as personnel activity such as leaves of absence. Ensures supervisory staff have the tools and information needed to establish performance goals, communicate work expectations, and conduct timely performance appraisals.


• Serves as the Libraries primary liaison to campus Labor Relations Office. Has principal responsibility to manage compliance with collective bargaining provisions. Assists supervisory staff with conducting informal meetings to resolve grievances and employee complaints. Conducts investigations when needed.


• Establishes and maintains a collaborative relationship with the central Human Resources Office and Provost's Academic Personnel Office.

Facilities:

• Plans, designs and oversees all facility renovation projects. Coordinates with appropriate staff in planning, projecting, monitoring and expending funds in support of the information technology infrastructure in the Libraries. Plans, designs, implements and maintains oversight of facility security and emergency procedures. Coordinates Libraries and campus security with the campus police to ensure uniformity.

Leadership:

• Provides leadership to Building Operations and Information Services, Business Office, Human Resources, Payroll and Student Employment to ensure collaboration, communication, effectiveness and teamwork among these areas of responsibility. Ensures effective coordination of these area initiatives with other stakeholders in the Libraries and the campus community. Oversees staff responsible for oversight of the daily business functions for facility operations, financials, human resources, information services, payroll and student employment. Identifies areas of business process improvement using industry best practice methods. Identifies and implements initiatives that enhance the effectiveness and efficiency of business processes, including the areas of customer service, work management, communications and human resources management.


• Creates and supports a welcoming and inclusive workplace culture in the Administrative Services and Human Resources division by gaining a full understanding the work of the units supervised, listening to and incorporating staff feedback on relevant projects and initiatives, supporting continuous professional development, and engaging in transparent decision-making processes.


• Advises the Dean of Libraries in matters requiring confidentiality and discretion. Acts for the Dean in matters requiring careful judgment and sensitivity. Acts as lead staff person in formulating, revising, disseminating and implementing library-wide policies, programs and procedures. Interprets policies and procedures for students, faculty, staff and others as required.


• Provides leadership to initiate and establish effective and efficient processes and procedures for each area of responsibility, including accounting, accounts payable, billing, communications, customer service, inventory materials handling, policy and procedure review, procurement and contracting, records management, building operations, payroll and student employment based upon laws, regulations and University policies, procedures and guidelines, while focusing on the strategic goals of the University and the Libraries. Responsible for oversight of all business, transactional human resources and building management in support of annual expenditures.


• Represents the University Libraries, in collaboration with Assistant Dean, Diversity, Inclusion, Belonging, and Employee Engagement and at the direction of the Dean of University Libraries, in response to any grievances at or above step 2.


• As a member of the Library Leadership Team, provides leadership and guidance to Libraries staff on strategic initiatives, organizational development, and workforce planning, to ensure compliance with campus policy and utilizing best practices to achieve successful outcomes. Responsible for the design, implementation, delivery and evaluation of programs including: student supervisor training; student employee onboarding; mentoring and other programs designed to fit the current, ongoing and future needs of Library staff and student employees.

Organizational Values

• Commitment to support justice, equity, diversity, and inclusion (JEDI) within libraries and institution.


• Ability to build and sustain effective working relationships and work collaboratively in a diverse and fast-paced environment.


• Purposefully promote a One Library environment for all that encourages inclusion, personal growth, respect, self-reflection, curiosity, and continuous learning.


• Understands responsibilities with respect to conflicts of interest and behaves in ways consistent with both law and with university policy.

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

• Bachelor's degree in business administration or human resources field plus seven (7) years of experience in human resources or finance. Master's degree in business administration or human resources can substitute for 2 years' experience.


• Minimum of four (4) years of supervisory experience.


• Experience in financial management principles, including budgetary/fund accounting procedures, forecasting budget needs, and skill in creating annual unit budgets and preparing periodic reports.


• Demonstrated working knowledge of and experience with human resources practices, policies, and procedures.


• Ability to handle confidential personnel and personal information in a discreet manner, and work cooperatively with others.


• Ability to understand responsibilities with respect to conflicts of interest and the law.


• Demonstrated excellent interpersonal skills and ability to communicate effectively.


• Demonstrated ability to articulate vision, take initiative, be self-directed, and problem-solve.


• Demonstrated commitment to diversity, equity, inclusion, and accessibility.


• Strong oral and written communication skills.

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

• Master's degree in a relevant field.


• Society for Human Resource Management certification.


• Evidence of competence in strategic planning and organizational development in a rapidly changing environment.


• Ability to respond effectively to changing needs and priorities, showing initiative and flexibility.


• Experience working in a unionized environment.

Work Schedule

• The regular working schedule for this position is Monday - Friday, day hours.


• The incumbent of the position is expected to work a flexible schedule, which includes some evening, weekend, and holiday hours.

Special Instructions to Applicants

Upload your cover letter and resume 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.

The University is committed to active recruitment of a diverse faculty and student body. The University of Massachusetts Amherst is an Affirmative Action/Equal Opportunity Employer of women, minorities, protected veterans, and individuals with disabilities and encourages applications from these and other protected group members. Because broad diversity is essential to an inclusive climate and critical to the University's goals of achieving excellence in all areas, we will holistically assess the many qualifications of each applicant and favorably consider an individual's record working with students and colleagues with broadly diverse perspectives, experiences, and backgrounds in educational, research or other work activities. We will also favorably consider experience overcoming or helping others overcome barriers to an academic career and degree.

Advertised: Nov 5 2024 Eastern Standard Time

Applications close: Feb 16 2025 Eastern Standard Time