Business and Operations Manager

UMass Boston • Boston, MA

7d • Onsite

About The Position

The Business and Operations Manager will work under the supervision of the Assistant Dean to support activities in Healey Library related to personnel, purchasing, and regular office operations. This role provides administrative and operational support across all departments within Healey Library. The incumbent will utilize university online administrative software for purchasing goods and services and related expense reports, and for timekeeping. The Business and Operations Manager will interface with new or current staff, vendors and patrons as necessary. The Business and Operations Manager will provide administrative support for library operations for the Dean of University Libraries, the Library Administration office, and Healey Library Department heads. The incumbent will be responsible for organizing all events held by Healey Library.
The Business and Operations Manager will have responsibility for carrying out financial, budgetary, and human resource transactions for the Healey Library. The incumbent will be responsible for all accounts receivables for the Healey Library, including the reconciliation of cash, check, and credit card payments as they relate to fines and fees for the library; will manage cash collection reports, verify accuracy of payments and prepare monthly reconciliation reports for auditing purposes; and will provide recommendations regarding accounts receivable policies and procedures, researching and instituting best practices. The incumbent will be responsible for preparing requisitions and purchase orders; receiving invoices for items purchased and process for payment; and for the reconciliation of monthly Bankcard statements and reimbursements ensuring compliance with sponsor’s terms and conditions, as well as university and departmental policies and procedures. The Business & Operations Manager will also prepare human resources related forms for employees and student employees of the library to ensure that employees are paid accurately and to ensure proper funding for the position; and will also perform payroll and other time and attendance duties, including entering time for staff and student employees, when appropriate.

Requirements

• Bachelor’s degree required
• A minimum 5-7 years of full-time, or equivalent part-time, professional experience is required.
• Knowledge of standard office procedures and practices, including office record keeping, office correspondence control, the types and uses of office equipment and supplies, and business letter preparation,
• Proficient with administrative software applications and database management, including applications of Microsoft office suite; DocuSign; PeopleSoft; Concur; OneDrive
• Ability to understand and apply the rules, policies, and procedures governing the assigned unit activities
• Ability to follow guidelines and procedures, as well as written and oral instructions;
• Ability to communicate effectively both orally and in writing;
• Ability to maintain accurate records
• Ability to establish and maintain harmonious working relationships with others;
• Ability to exercise discretion in handling highly confidential information;
• Ability to exercise sound judgment;
• Ability to multi-task and prioritize tasks while respecting deadlines;
• Strong interpersonal and organizational skills
• Strong customer service;
• Willingness to adapt to the use of new management and communication systems used by the university

Nice To Haves

• MBA or Master’s degree in Accounting, Finance, or related field preferred.

Responsibilities

• Responsible for all accounts receivables for the Healey Library, including the reconciliation of cash, check and credit card payments, as they relate to fines and fees for the library; oversee the verification of daily receipts to ensure accurate posting to the Healey Library financial system and oversee the processing of all returned checks; prepare monthly reconciliation reports for auditing purposes;
• Responsible for processing invoices and overseeing payments to outside vendors for library materials and services provided; keep all accounts for the Library in good standing and up-to-date; serve as primary liaison with outside vendors, the Assistant Dean and the University Procurement Department regarding payments; provide recommendations on vendors and the costs associated with purchases add vendors to system for PO payments; set up and hold tax exempt accounts with various vendors;
• Provide recommendations to the Assistant Dean with regard to accounts receivable policies and procedures, researching and instituting best practices;
• Reconcile Bankcard statements and reimbursements, ensuring compliance with university and departmental policies and procedures;
• Prepare requisitions and purchase orders and edit for conformity with existing departmental and university policies and procedures; select appropriate account codes, update on-line purchase orders to reflect product or pricing changes and process disbursement paperwork to ensure timely payment for items purchased; review and process all invoices for items purchased and licensing transactions for the library and process for payment; adhere to university purchasing standards and best practices, to acquire library materials;
• Assist in processing staff expense reports, travel reimbursements, and advance requests;
• In coordination with the Associate Dean, administers hiring process, including posting the position, setting up interviews, and completing hiring paperwork.
• Prepare and submit human resources related forms for professional, classified, faculty, student and hourly employees; rely on researched material for required information in order to complete forms and ensure that employees are paid accurately and to ensure that funding for the position is coming from the appropriate account; serve as hiring coordinator for all new employees; order office supplies, coordinate IT needs; onboard new staff and initiate access forms; register staff for trainings and conferences; activate and renew memberships for staff;
• Perform payroll and other time and attendance duties in a lead or back-up capacity, including verifying the inputting of time and hours for staff and students and adjusting time, when appropriate; provide training to employees on how to self-report time, as needed;
• Maintain all financial and human resources documentation in compliance with university and grant guidelines and to ensure proper documentation for audit purposes;
• Prepare disbursement vouchers and other payments, deposits and reimbursements for all departments within Healey Library, as needed;
• Work cooperatively with accounting, procurement, human resources and student employment and the Office of Research and Sponsored Programs to ensure adherence to university and state policies, as well as to ensure the timely processing of paperwork;
• Act as Property Custodian for Healey Library; coordinate with IT to ensure that all library equipment is functioning appropriately, as well as with the IT equipment replacement project, replacing, modifying and/or the surplus of equipment as needed; complete property passes and IT transfer forms;
• Coordinate with vendors and Procurement to establish license agreements and/or contracts for library resources; prepare no bid justifications and sole source documents as required; initiate contract process and manage through completion; set up purchase orders associated with contracts;
• Assist colleagues with technical support and other issues that directly impact departmental workflow; collaborate with colleagues to develop policies, and procedures and implement serve as liaison between department heads and the Assistant Dean to research discrepancies when necessary;
• Support the library staff in managing and resolving operational issues; submit facilities, Telecomm, and IT requests and follow up on work; track telecommunications expenses and manage active phone lines;
• Maintain supplies by verifying stock to determine inventory levels and anticipate requirements; place and expedite orders, as needed; verify receipt of goods delivered, check that deliveries match orders in terms of quantity, specification and price; process returns as required; track inventory, IT equipment, and manage surplus process;
• Involved in all phases of the computer replacement program. Notifies faculty and staff; collects replacement requests and tracks eligibility; acts as the liaison between the department and IT
• Develop and maintain spreadsheets for tracking various departmental expenditures and account activities; review accounts, monitor transactions and reallocate funds when necessary;
• Participate in and place orders for library committees;
• Serve as the social media editor for all Healey Library departments;
• Design signage and promotional materials for the Library; keep signage and informational giveaways up-to-date; place orders with Quinn Graphics;
• Responsible for all event planning for Healey Library, including meetings, conferences, student events and all other group events; coordinate participants, compile information and materials and advertise event, as needed; update website with event information; plan and order catering as needed;
• Provide administrative support to all departments and team members within Healey Library; coordinate organization and monitoring of files, office equipment, and office supplies
• Supervise student worker(s) in the Library Administration office; manage and review work; enter time; manage hiring process and hiring paperwork;
• Perform other duties as assigned

Benefits

• Salary Ranges for the appropriate Pay Grade can be found at the following link:
• This is an exempt union position.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level