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Assistant Director, Administrative Services, University of Massachusetts Amherst (Amherst)

Job Summary

Under general direction of the Director of Administrative Services, the Assistant Director, Administrative Services oversees day-to-day business functions for the Libraries, including travel reimbursements, vendor maintenance, purchasing, accounts payable, billing, deposits, statistical and financial reporting, grant paperwork processing, student employment, payroll processing, and other related duties. This position oversees the process of the Libraries’ internal management system interface with BuyWays.  Serves as advisor and consultant on matters related to finance and organizational effectiveness that support the Libraries’ operational and strategic objectives.

Essential Functions

- Manage and administer all library daily financial, student employment, and payroll activities, to ensure that deadlines are met. Supervise maintenance of accounting, inventory, and property records.
- Work with the Director of Administrative Services to develop, implement, and evaluate finance, student employment, and payroll activities, functions, policies, and procedures. Generate and analyze reports pertaining to budget and expenditures.
- Streamline business processes to maximize efficiency and effectiveness. Maintain current knowledge and understanding of regulations, industry trends, current practices, new developments, and applicable laws regarding the University’s financial, student employment, and payroll systems.
- Initiate budget transfers and grant submittals, approve purchases, invoices, journal entries, recharges, and other financial transactions under the direction of the Director for Administrative Services.
- Train, cross-train, mentor, supervise and manage performance of staff who process financial transactions, student employment, and payroll in the Administrative Services area of the Libraries. Assess training and development needs and implement appropriate programs. Develop collaborative working relationships with departments and units across the UMass system.
- Provide trainings and workshops on grant, payroll, purchasing, student employment, and travel procedures to all library personnel.

Other Functions

- Perform related duties as assigned or required to meet department, executive area and university goals and objectives. Provide backup in the area of building oversight as needed.
- Work collaboratively and effectively in support of the Libraries’ values to promote teamwork, diversity, equality, and inclusiveness with the Libraries and the campus
- Attend professional development activities as assigned or required to meet departmental goals and objectives.
- Serve on internal library committees as needed.
- Represent the Libraries on appropriate campus committees and at selected professional meetings and conferences as required.

Physical Demands/Working Conditions

Typical office environment.

Work Schedule

Monday-Friday daytime hours.

Salary Information

Level 26

PSU Hiring Ranges


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

- Bachelor’s Degree. 
- Three years of business administration, accounting, or other related experience. 
- Previous supervisory experience. 
- Experience analyzing financial data. 
- Strong oral and written communication skills. 
- Demonstrated strong service orientation and skills. 
- Excellent computer skills with the ability to use advanced spreadsheet tools, databases and word processing tools. 
- Demonstrated experience managing multi-step processes. 
- Demonstrated success operating at high level of independent action and initiative.

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

- Work experience in a higher education environment.
- Familiarity with large-scale administrative systems like Oracle, Peoplesoft, BuyWays, and Kronos.
- Work experience in a unionized environment.

Full/Part Time

Full Time



Salary Range

$49,364.00 - $73,990.00  / year

Salary Notes

This position is part of the Professional Staff Union and is a grade 26.

Closing Date

How to Apply

To apply, please fill out the application and provide a cover letter, resume, and contact information for three professional references.


2024-02-07 |  Quick link to this job