Assistant to the Dean/Director of Operations & Finance-University Library (Internal Opportunity Only)
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Job no: 529618
Position type: Staff Full Time
Benefit Status: Benefited-Non-Union
Campus: UMass Lowell
Department: Library
Salary: See posting section for salary range details.
Applications Open:
Applications Close:
General Summary of Position:
This being an internal opportunity, only current UML Employees, irrespective of Bargaining units are eligible to apply for this position.
Reporting to the Dean of the University Library, the Assistant to the Dean of the University Library and Director of Operations and Finance provides high-level administrative, communications and project support that advances the Library’s mission and strategic initiatives. This position plays a critical role in ensuring the smooth and effective operations of a complex R1 University Library with three locations. This position is the central point of responsibility for the Library’s function with a focus on essential operations and process management not performed by any other position in the Library including operating budget and financial processes as well as core Library administrative and operational responsibilities ensuring that the Dean can focus on strategic leadership. The role requires confidentiality, accuracy, discretion, and sound judgment. Responsibilities include managing budgets and financial reporting, coordinating projects, preparing written communications, and ensuring effective administrative support for Library initiatives.
We seek candidates with a strong customer service orientation, outstanding communication skills, and good judgment; who can work both independently and collaboratively; who manage details while keeping the larger picture in view; and who bring a growth mindset and a commitment to lifelong learning.
Essential Job Duties:
Administration & Operations Management :
- Primary point of contact for all internal and external partners for the Dean of the University Library.
- Coordinate and manage administrative and operational activities that ensure the Dean’s office functions effectively.
- Schedule and coordinate meetings, events, and Library staff activities.
- Serve as the Dean’s liaison with University offices, including senior administrators, faculty, and staff as well as community partners and donors.
- Oversee human resource functions for the Library, including part time staff budget and contracts, onboarding, as well as job postings and candidate interview processes.
- Stay current with University policies and procedures and communicate updates to the Dean and Library staff.
- Participate in project teams, committees, and working groups advancing Library priorities.
- Support documentation, tracking, and reporting for Library projects and initiatives.
Budget & Financial Management:
- Develop, document, and maintain the Library’s internal budget and financial workflows.
- Manage the Library’s operating budget and approve and execute associated financial transactions. Must possess a high level of comfort with budget journals, transfers, audits, and data analysis.
- Prepare, monitor, and reconcile the Library’s operating budget, including purchase orders, account tracking, and invoice processing.
- In collaboration with the Assistant Director of Collections, provide fiscal analysis (long- and short-term) and budget forecasting to support overall Library strategic objectives. Ensure end-of-year financials close without deficits and meet UMass system requirements for contracts and financial processes.
- Serve as the Library’s liaison with the Office of University Advancement to ensure all endowments are being utilized to meet the desires of the associated donor(s) and properly reported. Track and report spending from endowed funds; prepare annual and ad hoc reports.
- Coordinate and process all travel and professional development and reimbursement requests.
- Ensure the Library’s financial operations align with University policies and deadlines.
- Maintains the skills and proficiency with University’s and UMass System’s policies and systems to ensure the Library’s compliance with procurement and financial transactions.
- Serve on Library committees and taskforces as appropriate to provide budget guidance and expertise.
Communications, Data, and Project Management:
- Draft, edit, and review correspondence, reports, and documents on behalf of the Dean.
- Review and copy edit internal and external Library communications.
- Compile, analyze, and interpret statistical and assessment data to support decision-making and accreditation reporting. Track and manage multiple projects, providing regular updates and status reports to the Dean.
- Collaborate with Library and university communications staff to disseminate information about the Library to internal and external audiences.
- Ensure that the Dean is well briefed and prepared for scheduled meetings, and all appropriate materials are available.
- Support Library-sponsored programs, public events, and Dean-led initiatives.
- Perform related duties as assigned.
- Support Library-sponsored programs, public events, and Dean-led initiatives.
- Perform related duties as assigned.
Working Conditions:
- Occasional travel between campuses and attendance at off-site meetings.
Promote the University’s commitment to customer service by:
- Building effective partnerships with co-workers throughout the University by freely sharing appropriate information and providing assistance when needed.
- Ensuring optimum service to all internal and external partners in response to all requests for service and information.
- Maintaining an environment that is welcoming to persons of all backgrounds, nationalities, and roles.
- Embracing lifelong learning and professional development.
Minimum Qualifications (Required):
- Master’s degree with a minimum of 3–5 years of progressively responsible administrative experience. *Will consider candidates with a Bachelor’s degree and a minimum of 6-8 years of progressively responsible administrative experience.
- Project management experience required and prefer experience in an academic library.
- Demonstrated experience managing the operations budget of an academic library and generating regular budget reports.
- Strong analytical skills, including the ability to interpret data, identify trends, and prepare reports.
- Excellent written and verbal communication skills, with proven ability to draft, edit, and review professional documents and correspondence.
- Experience copy editing and working in an information organization such as an academic library or publishing.
- Demonstrated ability to manage multiple priorities, projects, and deadlines in a fast-paced environment.
- Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint) and comfort learning institutional systems (e.g., HR, finance, data platforms).
- Ability to handle confidential information with discretion and professionalism.
- Strong interpersonal skills and proven ability to work independently, exercise sound judgment, and serve as a trusted advisor to senior leadership.
Preferred Qualifications:
- Master's degree in business administration, accounting, or other related fields.
- Experience in an academic library.
- Experience with university financial and HR systems (e.g., PeopleSoft, or similar enterprise systems).
- Demonstrated ability to manage special projects, including candidate interviews, communications initiatives, as well as event and space planning.
Special Instructions to Applicants:
This being an internal opportunity, only current UML Employees, irrespective of Bargaining units are eligible to apply for this position.
This is a full-time, benefited non-unit professional position in grade P17. Anticipated salary based on experience within the range: Minimum $65,693, 25th quartile $74,725 and midpoint $83,758.
Please include a resume and cover letter with your application. Names and contact information of three references will be required at the time of application.
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