Associate Provost for Financial Planning and Operations

Title: Associate Provost for Financial Planning and Operations

Executive Area: Academic Affairs

College/School/MBU: Admin Support Units

Department: Provost's Office

Work Location: Amherst

Schedule:Full time

Work Arrangement:Onsite

Job Summary

The Associate Provost for Financial Planning and Operations is a key member of the Academic Affairs (AA) Leadership team. The Associate Provost contributes to decision-making in strategic planning, resource allocation, administrative operations, and staffing. Provides oversight to ensure all Academic Affairs resources are used appropriately and effectively; acts a key financial and operational advisor for the Provost, Senior Vice Provosts, Assistant and Associate Provosts and Unit Heads within AA including Deans, Department Heads and their staffs with a high-level understanding of the numerous AA and campus policies, procedures and practices. Provides strategic guidance to leadership on the management of funds to support the overall mission of the University and suggests changes and/or updates to address issues in Academic Affairs. Holds signature authority for Academic Affairs. Reporting to the Vice Provost for Administration & Finance, this individual works closely with all members of campus senior financial leadership.

Essential Functions

Oversees and directs a broad range of functional areas and staff across Academic Affairs, including finance and budget, financial planning and reporting, procurement, organizational operations, data analytics and performance metrics, project management, and resource/space management.

Manages budgeting, expenditures and allocations of all general funds, grants and revenue-based funds for the Provost Administration Unit. Prepares budget proposals (including revenue-based fee requests). Creates and maintains budget tracking systems for general operating and revenue-based budgets, multi-year commitments, budget allocation history, AA incentive programs, faculty hiring and retention support, and plant and start-up funds, etc.

Oversees the management, budgeting and expenditures for General, Revenue and Trust funds within AA. Provides guidance on efficient and effective use of approximately $300M in general funds allocated annually to the units within AA. Conducts mid-year and year-end budget reviews for general operating and revenue-based accounts. Works closely with campus offices such as the Budget Office, Controller's Office, and UPST.

Develops strategies to meet changing resource requirements and promote efficient use of funds across AA. Advises on day-to-day business procedures to maximize efficiency and effectiveness and to ensure compliance with University policies and procedures both within the Provost Office and Academic Affairs units. Develops and implements rules and processes related to finance and budget to ensure compliance with University policies and procedures.

Supervises the Assistant Provost and directs the Finance and Operations Service Center that provides support to Academic Affairs administrative units. Ensures staff in the service center have the training, tools, and information needed to operate effectively. Facilitates and promotes team building and communication. Establishes performance goals, communicates work expectations, and conducts timely performance appraisals.

Provides ongoing information, guidance and advice regarding budget management and general business processes for all departments within the Academic Affairs Executive area, including Colleges, Departments, and Programs. Serves as primary Provost Office liaison with financial managers within Academic Affairs.

Researches and prepares materials and statistical analyses. Identifies areas of financial concern and/or operational inefficiency. Serves as advisor to Senior Vice Provosts, Assistant and Associate Provosts and Unit Heads within AA including Deans, Department Heads and their staff to identify and implement corrective actions. Provides leadership in implementing campus-wide Finance and Operation initiatives across Academic Affairs.

Provides leadership to the Academic Affairs Staff Advisory Council. Recruits new members, manages the Provost Staff Excellence Awards process including the annual luncheon and ceremony, facilitates success of existing initiatives and promotes the expansion of focus areas.

Provides guidance and training to help Provost Office staff develop efficient and effective work processes. Identifies skill development needs for the organization and develops effective strategies and plans; facilitates and promotes team building, planning, and communication required for professional growth of personnel.

Safeguards and maintains confidential personnel records and files. Uses access to sensitive and/or not yet public university related information only in the performance of responsibilities of position and exercises care to prevent unnecessary disclosure to others.

Oversees Revenue Operation Fund activity within AA. Reviews and approves annual Revenue Operation budget process, including approval of appropriateness of activities and fee requests submitted by AA units for University and Board of Trustee review. In conjunction with the Budget Office, responsible for ensuring activities remain solvent.

Serves as primary financial and operations manager for Flexible Education Division. Oversees the management of University Endowment funds within AA.

Assumes higher levels of responsibility in the absence of the Senior Vice Provost; represents and acts on behalf of the Senior Vice Provost as necessary.

Provides functional supervision of AA business managers (Non-Unit and PSU) finance and administrative staff (Non-Unit, PSU, USA/MTA).

Serves as Academic Affairs liaison to campus-level initiatives and system implementations.

Represents Academic Affairs Executive Area in campus-wide finance, budget and HR committees, projects and initiatives.

Other Functions

Undertakes special projects as assigned. Performs related duties as assigned or required to meet Department, Executive Area/Division, and University goals and objectives.

Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with University policy.

Establishes and maintains strong working relationships with diverse colleagues with ability to collaborate across boundaries.

Understands and contributes to implementation of departmental and institutional goals for achieving non-discrimination and creating a respectful, inclusive environment that is supportive of diversity.

Minimum Qualifications

Bachelor's degree, preferably in finance, accounting, business administration, public administration, or a related field, with a minimum of eight (8) years of progressively responsible experience in financial management, budgeting, and analysis.

Or a master's degree or above in finance, accounting, business administration, public administration, or a related field and a minimum of six (6) years of progressively responsible experience in financial management, budgeting, and analysis.

Minimum of seven (7) years of supervisory experience.

Demonstrable successful management and fiscal oversight experience, planning, budgeting, and reporting on financial operational metrics to align organizational strategy to campus mission.

A management style that is effective in the creation of a collegial working environment.

Must be a self-motivated team builder and team player.

Excellent organizational, communication, writing, interpersonal, public relations and analytical thinking skills.

Ability to create, analyze, and monitor budgets, prepare reports/financial statements and develop creative financial management systems tailored to specific needs.

Ability to work independently and with multiple constituencies.

Ability to carry significant responsibility, make decisions and work well in a public service environment.

Ability to oversee and manage administrative and technical functions in an organization to maximize enterprise success.

Highly computer literate including current and emerging networked data systems, software applications, database programming, and data retrieval for financial applications.

Preferred Qualifications

Master's degree in business administration, public administration, finance, or related field.

Prior experience in higher education finance or academic unit administration.

Familiarity with UMass Amherst financial systems and processes, including PeopleSoft, Summit, EPM, Concur, BuyWays, and Kuali.

Experience assessing, developing and re-engineering processes to meet strategic goals.

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.

Salary Information

UMass Amherst expects to pay within an approximate range between $165,000 - $199,000 for this position.

Special Instructions for Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide the names and 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.