Assistant Vice Chancellor, Academic Administration and Financial Services at University of Massachusetts Boston in Boston, Massachusetts

Job Description:

Job no: 524631

Position Type: Staff Full Time

Campus: UMass Boston

Department: Provost & VC Acad Affairs

Pay Grade: No Pay Grade
Date opened: 14 Aug 2024 Eastern Daylight Time

Applications close:

General Summary:

Reporting to the Provost and Vice Chancellor for Academic Affairs, and working closely with the Vice Chancellor for Administration & Finance, the Assistant Vice Chancellor for Academic Administration and Financial Services, provides a wide range of complex leadership, managerial, organizational, administrative and professional duties including: advancing the university vision, mission and strategic plan in relation to business and research support operations; providing key support and facilitation for implementing the university's new activities-based budget model; identify and enable administrative and financial process efficiencies for sustained cost-effective service delivery in coordination with Administration and Finance; coordinating new and continuing academic program fiscal planning, projects and period review; providing leadership for strategic initiatives, including working with the deans, vice provosts, associate provosts, institute directors, faculty and staff in complex, collaborative research planning and support; and serving as a primary financial liaison between Administration and Finance and the Division of Academic Affairs. The incumbent plays a key leadership role in partnership with Administration and Finance in developing and implementing standardized and efficient policies, procedures, formats and reporting related to the business and financial management operations, including budget planning, development and modeling, human resources, purchasing, grants and contracts for Academic Affairs; and representing the Provost's Office on multiple internal and external committees.

The Assistant Vice Chancellor for Academic Administration and Financial Services has primary responsibility in coordination with Administration and Finance, Human Resources and other central offices for the delivery of administrative and financial services to academic affairs units that fully and effectively facilitate attainment of the university's and individual college's educational and research goals and objectives. The incumbent provides training to academic budget managers and ensures university leadership, the Provost and senior academic administrators are well briefed and prepared concerning administrative and financial issues and HR and purchasing procedures. This position requires an exceptionally high degree of confidentiality and discretion; therefore, the incumbent is classified as a confidential employee as defined in M.G.L. Chapter 150E, Section 1.

Examples of Duties:

• Act as the chief financial advisor to the Provost;


• Participate in the strategic planning, allocation of resources and formulation of procedures regarding the administration of Academic Affairs;


• In coordination with, and following protocols established by, the Office of Budget and Financial Planning, lead the development and implementation of standardized processes, procedures, format and reporting for consistent budget and spend plan development, execution and monitoring; and improved administrative functionality;


• Review and monitor all administrative and financial service needs and performance of each academic affairs unit implementing protocols to enable organizational agility to flex resources as needed to address fluctuating workloads;


• In partnership with the Office of Budget and Financial Planning and the Controller's Office, provide review and oversight of state, trust and restricted fund budgets for Academic Affairs; assuring compliance with policies, procedures and allocation limitations, and oversight of procurement processes in units that report through the Provost;


• Serve as part of leadership team led by the Provost and the University's VC for Finance and Administration to design, refine, and implement the university's new activity-based budget model, the Beacon Budget Model (BBM).


• Serve on the provost's office research strategy leadership team to identify and lead collaborative intra- and inter-institutional research initiatives that strengthen support of the academic program and grow the research enterprise; identify market opportunities (customers) and the need for academic and research support, and match those needs against current and future core facility capabilities; expand and continue to diversify a sustainable research portfolio; lead/orchestrate large matrixed teams to pursue significant research initiatives; and work with general counsel, faculty and staff to develop and negotiate contracts, memorandums of understanding, or other institutional partnership agreements in support of the research enterprise.


• Oversee and supervise the Central Business Unit (CBU) in the Provost's Office. Provide, in addition to the broader academic affairs administrative and financial support management and oversight, direct centralized administrative and financial support to smaller academic units, free standing centers and institutes, principal investigators, and others as needed or requested;


• Maintain dotted line supervision over school, college, center and institute staff assigned, in partnership with the relevant deans or directors (or designee), to work on cross-campus financial support


• Develop, reconcile and distribute scheduled and ad-hoc administrative and financial operations performance reports on behalf of Academic Affairs;


• Represent Academic Affairs and participate as a member of the university-wide budgeting efforts in developing the university's annual budget;


• In coordination with, and following protocols established by, the Office of Budget and Financial Planning, develop and monitor personnel and non-personnel budget(s), participating in fiscal policy development, leading and collaborating with deans and other senior level administrators and represent academic affairs in the development of campus-wide budgets;


• Provide research and analysis on new projects and assignments related to Academic Affairs programs, including fiscal planning as necessary in support of Board of Trustees, Chancellor, Provost and Dean/Director level program reviews, UMass President's Office, collective bargaining efforts and others as needed;


• Serve on various committees representing the Office of the Provost and/or the Provost;


• In coordination with, and following protocols established by, the Controller, provide coordination and support of audit work necessary for the university's annual audit and other audits that may be required;


• Take on special projects and assignments for the Provost that require direction of other staff and input from various members of the senior leadership team;


• Ensures that appropriate controls are in place to effectively manage grant spending in compliance with governing documents and campus and university policy. Works with ORSP and other key stakeholders to develop, implement and monitor compliance with campus policy regarding research trust funds (RTF).


• Perform other duties as assigned.

Qualifications:

Bachelor's and master's degrees from an accredited institutions, plus a minimum of ten (10)) years of experience leading and managing complex, matrixed teams to successfully deliver a broad range of administration and business services to organizational stakeholders and customers are required. An equivalent combination of education, training and/or related experience necessary to successfully perform the essential functions of the position can be substituted for the master's degree. Demonstrated experience leading and implementing significant organizational restructuring. Significant progressively responsible leadership, management, and substantial supervisory experience. Demonstrated ability to collaborate effectively with faculty, staff and administrators (internal and external) in advancing the Academic Affairs' mission and achieving its strategic goals and objectives. Demonstrated experience in leading by influence and effectively guiding work of others where no direct reporting line exists. Background in managing and directing complex and collaborative research initiatives that work in support of university academic and research activities. Demonstrated ability to identify entrepreneurial opportunities, build collaborative partnerships (internal and external), and expand and diversify research and service portfolios.

Preferred Qualifications:

• Professional experience with administration and finance at a research university;


• Demonstrated growth and success in leading and managing teams to accomplish organizational goals and objectives;


• Demonstrated success in leading complex, collaborative research initiatives that grow the academic and research enterprise at institutions of higher-education;


• Entrepreneurial inclination;


• Demonstrated experience in the development, review and execution of contracts, memorandums of understanding or other institutional partnership agreements;


• Proven ability to troubleshoot, problem-solve and to anticipate and eliminate obstacles;


• Demonstrated ability to work with diverse constituencies;


• Patience, diplomacy and skill addressing and resolving sensitive issues


• Working knowledge of the PeopleSoft Financial Modules;


• Expertise using common software applications (spreadsheet, graphics, word processing, presentation);


• Advanced accounting and budget skills related to budget development, projections, monitoring and analysis; ability to construct and use models;


• Knowledge of budget preparation, budgeting and accounting principles and demonstrated proficiency with complex mathematical calculations;


• Knowledge of (or ability to grasp quickly) university, state, federal and foundation funding policies, procedures, regulations and mechanisms; ability to exercise judgment and discretion in applying and interpreting these policies and procedures;


• Demonstrated ability to coordinate effectively and communicate verbally, interpersonally and in writing with senior-level administrators and their staff;


• Experience in developing and presenting internal and external financial reports;


• Experience in developing and interpreting budget policies and procedures;


• Experience developing, presenting and addressing issues or subject matter that requires sensitivity, discretion, sound judgment, courage and leadership;


• Ability to manage several activities at a given time and prioritize assignments;


• Ability to analyze and interpret information, problems and proposals to ensure objective and complete information is available for the Provost for effective decision-making;


• Ability to analyze and report data that supports the Provost's mission, vision and goals;


• Strong collaboration, interpersonal, leadership, organizational, analytical and problem solving skills;


• Strong interpersonal, written and oral communication skills;

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.

All official salary offers must be approved by Human Resources.

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.

Applications close:

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