General Summary: 

The Business and Operations Manager (BOM) is responsible for the day-to-day administrative and financial operations of the department of Facilities. Working closely with the AVC for Facilities (AVC FM), the incumbent will prepare the annual operating budget for Facilities, calculating and projecting all personnel and operating expenses. The incumbent will also prepare the annual and five-year Capital Plan and provide forecasts on the status of campus infrastructure improvements and design and construction projects. The BOM oversees all human resources, timesheet and payroll administration for Facilities. The incumbent will serve as the Department’s liaison with administrative units of the university and funding partners; and will develop and maintain the day-to-day policies and procedures to ensure compliance with university policy and effective business operations.

Examples of Duties: 

• Provide day-to-day oversight over the administrative, operational and financial operations of the department of Facilities;
• Assist the AVC for Facilities in the implementation of strategic planning and in monitoring progress towards identified strategic goals;
• Serve as the institute’s liaison with the Office of the Vice Chancellor of Administration and Finance (VCAF) and the Office of Research and Sponsored Programs (ORSP) and ensures compliance with funding policies and protocols, and the timely processing of all financial operations;
• Prepare an annual budget as well as program and proposal budgets, as required; assist in the preparation of monthly and annual reports that consist of base budgets, strategic requests and reduction scenarios;
• Manage external funding sources for Facilities expenses:
• ISAs between state (DCAMM) and campus (account for, reconcile spending, apply for reimbursement, extend, close, work with UMPO/MMARS/UMB Controller/ORSP)
• Project-level funding from debt with UMBA
• Restricted funding (capital grants and gifts)
• Manage CAMIS system (DCAMM) and Sightlines database (track and report on deferred maintenance)
• Manage DCAMM Critical Repair and Major Capital project funding requests
• Manage utility budgets, energy consultant utility budget forecasts, P3 - COCM billing/reimbursement, oversee Sustainability projects grants and funding
• Manage Operating Budget, annual budget development, position management, contract management, oversee expense payments, quarterly variance reporting, etc.
• Manage Capital Budget, 5-year plan, project set up w/ OBFP, current year project accounting, inventory and depreciation w/ Controller, assist project managers with fiscal reporting
• Manage all procurement items with UPST (bids, contracts, etc.)
• Serve as the Institute liaison with the Department of Human Resources and Labor Relations to ensure compliance with employment policies and protocols, prepare and process personnel paperwork, including the creation of documents and monitoring of appointments for compliance with university procedures (personnel action forms), ensuring the timely processing of all related personnel actions
• Manage and oversee all purchasing activities, as well as track and manage specific charges on each project account; monitor project expenditures and correct any postings on all the department’s accounts, ensure that purchases made with Procard(s) comply with sponsor terms and conditions and university policies and procedures, reallocate Procard purchases weekly and reconcile monthly
• Develop and manage records for each project, analyze monthly reports using the university’s financial and position management systems
• Responsible for the coordination of all accounting activities for Facilities, including purchasing, tracking, invoicing and payments, reimbursements, monthly reallocations, reconcilements, monitoring of monthly operation expenses and preparing all documents required for day to day management of financial accounts
• Purchase departmental supplies, goods and services to meet unit needs, maintain inventory levels of departmental supplies and coordinate the repair and/or purchase of new equipment as needed, issue and approve purchase orders’ review, approve and submit accounts payables transactions/disbursement vouchers with signature authority/approvals in compliance with UPST policies and procedures
• Perform monthly reconciliations of accounts, and submit quarterly reports to the AVC FM
• Maintain records related to proposals, official correspondence from the University to the public, and confidential files, both electronic and paper-based documentation
• Serve as the liaison to other operational departments across the University to exchange information, resolve problems and/or facilitate progress of unit programs, functions and activities, serve as the primary contact person for contracts for services, including preparing all contracts for services, preparing bids for projects and services, managing contracts and billing payments
• Supervise staff assisting in the management and operations of the Department, including coordinating schedules and work flow, train, supervise, support and evaluate the work performed
• Provide orientation to new staff and serve as point of contact for all new staff regarding systems, including but not limited to trainings/professional development and University policies and procedures, responsible for maintaining and updating staff schedules and attendance records using established reporting procedures; establish and maintain a detailed project-based payroll tracking system
• Counsel and advise personnel on job-related matters and prepares counseling reports and performance evaluations. Makes recommendations concerning disciplinary actions.
• Participate in the interviewing of candidates for positions and provide recommendations on hiring decisions.
• Perform other duties as assigned.

Qualifications: 

Bachelor’s Degree required, Master’s Degree in Public Administration, Business Administration or a closely related field preferred, and a minimum of fifteen (10) years of progressively responsible professional experience in the management of daily administrative and financial operations, with an intimate knowledge of operational and capital planning, is required. Previous supervisory experience preferred. Familiarity with academic culture and institutional protocols preferred. Familiarity with funding from government and private sources is preferred. Experience working with daily operations and project teams and providing guidance and/or direction on project and operating budgets is preferred.

• Proficiency in Microsoft Office, database management and other software products;
• Working knowledge of grants management;
• Ability to identify operational and financial issues, recommend solutions and/or actions and be proactive in the resolution of such issues;
• Ability to work effectively and efficiently in a team capacity with a broad range of staff to accomplish departmental and program goals;
• Ability to work independently and efficiently;
• Ability to work under pressure and under timeframes;
• Ability to multi-task in a fast-paced environment;
• Ability to handle multiple projects and initiatives at the same time;
• Ability to supervise the work of others;
• Ability to represent the University to outside constituencies;
• Ability to exercise sound judgment;
• Ability to work as part of a management team and display a high degree of discretion and reliability;
• Strong management skills in motivating employees and dealing with difficult employee situations;
• Strong oral and written communication skills;
• Strong interpersonal skills, including the capacity to work cooperatively with a wide range of individuals;
• Strong organizational skills and attention to detail;
• Strong commitment to customer service.

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.