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University of Massachusetts Boston Hiring for Personnel and Operations Administrator at UMass Boston Full Time

Job Details

Job no: 522287
Position Type: Staff Full Time
Campus: UMass Boston
Department: CLA – Dean’s Office
Date opened: 05 Feb 2024 Eastern Standard Time
Applications close: 19 Feb 2024 Eastern Standard Time

General Summary: The Personnel and Operations Administrator, working in the Office of the Dean of the College of Liberal Arts (CLA), including the McCormack School, will provide high-level support for personnel functions for the college. Working closely with the Assistant Dean for Personnel, the Personnel and Operations Administrator will have the responsibility for preparing human resources paperwork related to faculty, staff, and student personnel actions, hiring activities, CLA/MGS faculty success initiatives and awards, payroll, and other time and attendance duties.Examples of Duties:

  • Assist in preparing personnel action forms including electronic personnel actions forms (ePAFs), additional compensation forms (add/comp), and other related paperwork for faculty, staff, hourly employees, professional and classified staff, undergraduate and graduate students including Research Assistants, Teaching Assistants, and Teaching Fellows.
  • Assist in preparing and executing contracts for the college’s full-time and part-time non-tenure track faculty for all academic terms (Fall, Winter, Spring, and Summer sessions) including preparing all Offer and Acceptance Forms, additional compensation paperwork, and ePAFs.
  • Assist with the management of all new tenure-track (TT), non-tenure track (NTT) and staff hiring which includes facilitating and assisting Human Resources for all on-boarding paperwork and procedures.
  • Assist in the management of all staff and faculty recruitment and hiring for the college; assist with faculty searches and hiring processes to ensure that the college is following university policies and procedures (e.g., assist in uploading all position postings to the PageUp system).
  • Perform payroll and other time and attendance duties in a lead or back-up capacity, including entering and verifying time and hours for staff and students; act as backup for all payroll timekeepers in the college; provide training to employees on how to self-report time and train managers to approve time and attendance.
  • Assist with the annual faculty review process (AFRs), including tracking faculty comments, archiving AFRs in personnel files, and notifying faculty of finalized AFRs as needed; serve as a source of information and problem solving for department chairs and faculty related to AFRs.
  • Assist with reviewing and maintaining files for all major faculty personnel reviews (e.g., tenure, fourth-year review, TT and NTT promotions, emeritus applications); assist with the collection and organization of sabbatical application requests.
  • Assist CLA Assistant Dean’s of Personnel and Finance, Associate Deans, and MGS Director with administrative tasks including, for example, compiling data or compiling reports related to personnel matters (such as faculty hiring plans, auditing college staff levels), administering and maintaining records for faculty awards, faculty success initiatives, graduate and undergraduate student support and awards.
  • Work closely with the Human Resources office, exercising discretion while working with highly confidential information.
  • Assist Dean’s Office staff with preparing the personnel elements of the annual budget-build, periodic reporting (e.g., informal or formal presentations), re-budgeting, etc.
  • Run reports (e.g., WISER) of TT/NTT faculty teaching workload for payroll and contract planning.
  • Assist with monitoring the progress of part-time faculty towards bargaining unit membership; review non-tenure track faculty eligibility for Lecturer status, promotions to Senior Lecturer ranks, and continuing contracts.
  • Assist with college-level responsibilities for international faculty and staff (e.g., submitting Office of Global Programs paperwork via UMassVIP database for J-1 Visiting Scholars and extension requests) and UMB faculty and students participating in study abroad programs.
  • Maintain all human resources documentation to comply with university guidelines and to ensure proper documentation for audit purposes.
  • Develop and maintain detailed tracking systems via spreadsheets to oversee personnel processes.
  • Assist with implementing grant-related personnel actions needed for externally funded research efforts.
  • Work closely with the Assistant Dean for Personnel to identify potential improvements to the college’s processes and operations as they relate to personnel and human resources management and to administrative support for projects and programs.
  • Attend and present at CLA’s regular Department Administrators Meeting to discuss new policies and procedures, solicit feedback on potential system changes, etc.; provide trainings as needed to CLA staff and faculty on changes in personnel processes and software.
  • Work directly with the Office of Student Employment to post job positions and hire student workers.
  • Assist CLA Assistant Deans with administrative tasks, as requested.
  • Serve as back-up for the Assistant Dean for Personnel for all role functions.
  • Serve as back-up for CLA Department Administrators as needed.
  • Perform other duties as assigned.

    • Qualifications: Bachelor’s Degree and a minimum of three-five (3-5) years of higher education administration, preferably related to personnel. Knowledge of university policies and procedures preferred. Experience with PeopleSoft, WISER, HR Direct and a high level of proficiency using Microsoft Office Suite and Excel is preferred.

  • Proficiency with Microsoft Office Suite, especially Excel, and other standard administrative software.
  • Ability to analyze data and other information utilizing and maintaining spreadsheets and databases.
  • Ability to develop and bring to completion multiple assignments concurrently.
  • Ability to work independently and to respond flexibly to changing events.
  • Ability to effectively manage complex situations.
  • Ability to handle and upload the confidentiality of the division.
  • Ability to effectively and efficiently work in a team with a wide range of constituencies across departmental lines to accomplish the identified goals of the unit.
  • Strong oral and written communication skills.
  • Strong organizational, analytical and problem-solving skills.
  • Strong interpersonal skills, including the capacity to work cooperatively with a wide range of individuals.
  • 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 experienceThis 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 [email protected] or 617-287-5150.

    Applications close: 19 Feb 2024 Eastern Standard Time

    Job Overview

    • Date Posted:
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    • Job Title: University of Massachusetts Boston Hiring for Personnel and Operations Administrator at UMass Boston
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