Business/Operations Manager

Title: Business/Operations Manager

Executive Area: Academic Affairs

College/School/MBU: College of Natural Sciences

Department: Microbiology

Work Location: Amherst

Schedule: Full time

Work Arrangement: Hybrid

Job Summary

The Business Operations Manager serves as the primary financial contact for the department of Microbiology with college administrators, University offices, and other institutions and organizations. Provides fiscal and administrative support to the Department of Microbiology. Responsible for the financial management of all department accounts. Serves as an advisor on matters related to financial management and operational effectiveness. Manages and supervises the Microbiology office staff. Ensures effective management of the daily operations of the department.

Essential Functions

Oversees departmental and research budgets, ensuring compliance with University, state, and federal policies, monitors expenditures, processes journal entries and budget transfers. Advises faculty and program directors on budget status and review grant and contract budgets and internal processing forms for principal investigators.

Manages the effective day-to-day operations of the department through direct supervision and leadership of departmental administrative staff, including hiring, training, performance management, mentoring, and staffing recommendations. Ensures efficient and professional execution of routine office functions and provides backup support in BuyWays, Concur, and other administrative systems as needed.

Supports the faculty lifecycle, including promotions, appointments, and searches. Prepares and routes faculty personnel documents and serves as liaison with college Academic Human Resources (AHR) to ensure compliance with hiring policies.

Provides guidance to faculty on policies, procedures, budgets, and curriculum; communicates updates and ensures consistent compliance with University, state, and federal policies.

Advises the Director of the Microbiology Teaching Services (MTS) and the Director of the Applied Molecular Biotechnology Program as to budget allocations and expenditures. Oversees allocations to MTS from participating colleges and departments on campus.

Represents the Department Head in financial and administrative matters and serves as a liaison with college and campus offices. Communicates and oversees dissemination of policies, procedures, and system changes to department staff, faculty, and administration, ensuring consistent interpretation and compliance with University, state, and federal requirements.

Manages academic programs and student support, including undergraduate and graduate admissions, curriculum coordination, course scheduling, graduate appointments and non-working fellowships, tracking student progress and milestones, and processing graduate records and publications.

Serves as web master for the department's web site. Designs and edits web pages for departmental web site. Maintains departmental email groups, responds to website inquiries and maintains Google email groups and Google calendar for conference rooms. Reviews and evaluates departmental network needs with building systems manager. Serves as liaison between network systems manager and department staff members.

Plans, schedules, and coordinates departmental events and receptions, including Graduate Recruitment, Undergraduate Celebration, and other events as needed. Directs publicity (faculty searches, accomplishments, etc.) for the Department through various publications. Acts as a liaison with the college Communication team.

Manages and oversees departmental infrastructure including repairs and renovations of departmental space, work requests, coordination with outside vendors. Acts as Building Manager. Reviews and determines equipment service contracts with input from faculty, assists in equipment inventory inquiries, and updates Department Space Audit.

Other Functions

Work collaboratively and effectively to promote teamwork, equality and inclusiveness.

Work in partnership with colleagues within the CNS community and across the campus to support the Dean's strategic priorities.

Perform other duties as assigned in support of the mission and goals of the College of Natural Sciences.

Minimum Qualifications

Associate's degrees and six (6) years of relevant experience in Business Administration, Accounting, Finance, or a related field or a Bachelor's degree and three to five (3-5) years of experience in accounting or financial management, or an equivalent combination of education and experience.

Proficiency with financial management systems and standard office software, including advanced use of spreadsheet applications and the ability to run queries in computerized databases, with demonstrated ability to navigate multiple databases and software programs.

Demonstrated experience managing operating budgets and monitoring expenditures to ensure compliance with funding guidelines and institutional policies.

Working knowledge of basic accounting principles, including reconciliation, financial analysis, and financial reporting.

Demonstrated ability to work independently with minimal supervision to effectively manage multiple priorities and competing deadlines in a complex, fast-paced office environment.

Strong analytical, organizational, and problem-solving skills with a high level of accuracy and attention to detail.

Excellent interpersonal and communication skills.

Demonstrated ability to maintain confidentiality.

Preferred Qualifications

Extensive knowledge of University systems, including Concur, CAPS, Summit, Slate, etc. as wells as University finance and operating policies/ procedures.

Experience submitting and following submissions through electronic workflows, such as BuyWays and travel reimbursements.

Experience facilitating procurement activity for an organization. In depth knowledge of the University rules and procedures for Accounting, BuyWays, Travel, and Bank Card.

Additional Details

At UMass Amherst and in CNS, we strive to be a community where every individual feels a sense of belonging, where every individual is included, and where every individual is valued. These values and goals are reflected in the College of Natural Sciences' Inclusive Excellence framework and in the UMass Amherst's For the Common Good: 2024-2034 Strategic Plan.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

Monday - Friday, 8:30am - 5:00pm.

Required to work occasional evenings and weekends to support deadlines.

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.

Salary Information

Pay Grade: PSSAP Grade 26

Click here to view the Professional Staff Hiring Ranges.

Special Instructions for Applicants

Along with the application, please submit a resume and cover letter. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.