General Summary: 

The Administrative Manager for the Department of Physics, within the College of Science and Mathematics, will provide professional support to the chair by assisting with complex budget and grants administration and various human resources activities. The Administrative Manager is responsible for the financial management and administration of multi-dimensional functions directly associated with the grants including, but not limited to account maintenance, personnel actions, funding and expenditure reporting, grant-related purchasing activities and preparation of all grant-related financial and personnel paperwork. This position will work with the faculty members to coordinate and oversee grant awards and functions completed by the department. Additionally, the incumbent will monitor and prepare reports on revenue and expenditure for the department. Additionally, this position will act as the primary purchasing agent to serve the teaching and research labs in the department. The Administrative Manager will oversee all paperwork related to personnel actions, hiring and visitor activities; and will also assist faculty in the execution of new faculty searches.

Examples of Duties: 

FINANCIAL MANAGEMENT

• Administer departmental budget in support of teaching, research and graduate programs; manage departmental subsidiary accounts, RTF accounts, and all sponsored program accounts; provide oversight of all departmental purchasing and equipment for teaching and tutoring laboratories.
• Act as the primary agent for departmental purchasing for all teaching and research activities particularly those funded by external grants; assist with Procard reallocation and purchasing related to all expenditures for faculty and Principal Investigators (PIs).
• Manage, oversee and coordinate purchasing and accounting activities; work closely with the Directors of Technical Operations on the purchasing of equipment.
• Responsible for the post-award financial management and administration functions associated with grants including account maintenance, personnel actions, funding and expenditure reporting, grant-related purchasing activities and preparation of all grant-related financial and personnel paperwork; collaborate with principal investigators to prepare spending plans and financial reports for all ongoing grants.
• Collaborate with the Departmental Research Administrator (DRA), Office of Research and Sponsored Projects (ORSP) on post award grant-related activities, including identifying grant restrictions grant implementation and monitoring.
• Develop and manage financial records for various research and funded student projects; monitor and prepare monthly budget reports; coordinate monthly PeopleSoft reporting on revenue.
• Provide oversight and fiscal management assistance to departmental faculty with teaching and research-related activities and events.

OPERATIONS MANAGEMENT

• Provide professional and administrative support to the department chair in Physics in all budgets, grants, and human resources activities; manage the administrative operations of the department’s main office activities; serve as departmental point person for administrative issues, as well as policy adherence; serve as liaison between the department and deans’ office staff, as directed by the department chair.
• Provide oversight over routine administrative functions of the department, including but not limited to serving as departmental property and asset manager, archival custodian to department grants and personnel files, reviewing and editing of departmental website and other media.  Monitor and revise departmental time and attendance as required.
• Oversee department scheduling for courses, final exams, laboratories, and department rooms.
• Ensure the adherence to departmental policies, including but not limited to, employee conduct, flexible time/hours, time and attendance; meet regularly with department chair on administrative matters. 
• Oversee the coordination of departmental meetings and events; assist with the Welcome Day and Open House events. Represent the Physics Department during the College graduation events.
• Participate in department, college and/or university-wide meetings and committees, as assigned.

PERSONNEL MANAGEMENT

• Supervise the work performed by an Administrative Assistant II in the day-to-day operations of the main office; monitor staff training and attendance in professional development programs; assign specific duties and supervise the department’s work-study and hourly student employees.
• Assist faculty in preparing and disseminating faculty personnel reviews: four-year, tenure, promotion files; assist with annual faculty reviews and periodic multi-year reviews.
• In collaboration with the Dean’s Office, manage the department with all personnel-related actions and oversee paperwork and hiring activities (excluding new faculty search and recruitment).
• Collaborate with the Dean’s Office, Office of Global Programs and the Department of Human Resources in assisting faculty, researchers, visiting scholars and students in processing paperwork, including visa papers needed for overseas visitors as needed.
• Collaborate with Department Chair, Graduate Program Director (GPD), the Dean’s Office and the Office of Graduate Studies (OGS) on graduate program administration, including graduate assistantships requests and graduate student rosters management. Provide support to the GPD as needed.
• Oversee the collaboration with Public Safety to manage the access of faculty, researchers and students for departmental labs and spaces in the Integrated Science Complex (ISC).

Qualifications: 

Bachelor’s Degree and a minimum of 3-5 years of experience in an academic and/or research setting are required.

Application Instructions: 

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date. 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Grade: 32             

Salary Ranges

This is an exempt union 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.