Assistant Director of Administrative Services
Department: Geographical Sciences
The Assistant Director of Administrative Services (ADAS) is responsible for the oversight of payroll and human resources as well as the financial management of a variety of state and foundation accounts.
The Department of Geographical Sciences currently has over 250 active payroll appointments, which include tenured and professional track (PTK) faculty, staff, graduate assistants, hourly students, non-paid adjuncts and visitors. The ADAS will oversee the maintenance of complete and accurate personnel files and records and will manage and approve all payroll and HR related processes in the department including all PHR processing, work visas, PTK contracts, Graduate Student contracts, fellowships, SAS transfers, and E-Terps searches and actions. The ADAS will be responsible for ensuring that timesheets, effort reports, faculty merit reviews and PTK PRDs are completed and reports generated as needed for the DAS and Chair. The ADAS will approve travel and procurement on the departmental state accounts. The ADAS will mentor and supervise staff responsible for procurement, reconciling state accounts, payroll and visa processing, as well as the students providing front office coverage. ADAS will review state salary encumbrances and expenses, calculate and monitor DRIF return for faculty based on departmental policy, project anticipated income and expenses and provide reports to DAS.
A bachelor’s degree is required. Minimum of five years of business operations experience, preferably in an academic environment. Must be familiar with developing budget projections and payroll and visa regulations. Successful candidate will possess excellent interpersonal, oral and written communication skills, and attention to detail. Ability to handle multiple, sometimes competing priorities, and provide excellent outcomes within required deadlines. Proven analytical skills are required, proactive solution orientation is a must, as well as the ability to be responsive to the needs of faculty, staff and graduate students. Must be proficient in using excel spreadsheets.
Familiarity with UMD administrative systems, policies, and procedures is desired, but not required. Experience in KFS, PHR and Priority software systems is strongly desired. Master’s degree preferred. Some supervisory experience preferred.
Duties breakdown for position description
Primary supervisor responsibility for business office operations to include procurement actions and personnel actions within UMD’s systems including PHR, KFS, Travel/Elf, Procurement, eTerp and iTerp. Overseeing the maintenance of complete and accurate personnel files and records to ensure compliance with Federal, State and University laws, policies and procedures. Supervise three employees (the two business managers responsible for payroll, visas and account reconciliation and the faculty specialist responsible for processing procurement). Supervise the front office hourly students, develop schedule for front office coverage and assign duties.
Processing and tracking student awards and University, Deans and external fellowships. Overseeing graduate student contracts, travel allocations and visa restrictions. Work with graduate students on locating fellowship opportunities.
Responsible for tracking PTK contracts, tenured faculty course buyouts, and graduate student funding. Primary oversight of state budgets and resource allocation including calculating and developing DRIF return allocations for faculty. Work closely with research coordinators to confirm external funding and corresponding contract length and produce reports for DAS. Manage and monitor all department state and fellowship accounts. Account management includes reviewing the priority payroll encumbrances and monthly reconciliation reports for accuracy. Help DAS analyze spending patterns on state accounts and develop projections for future spending.
Work with Director of Administrative Services to develop and improve departmental policies and procedures that are scalable to accommodate anticipated growth in research activity and as well as ensure department is compliant and to minimize financial risk. As new campus enterprise systems come online and federal grant administration regulations change, departmental procedures will need to be modified.
Spend long hours sitting and using computers. Light lifting of materials and supplies. Walking across campus to key meetings.
For priority consideration, apply by May 5; however, this position will remain open until filled. Please visit: https://ejobs.umd.edu/postings/59357
The University of Maryland, College Park, an equal opportunity/affirmative action employer, complies with all applicable federal and state laws and regulations regarding nondiscrimination and affirmative action; all qualified applicants will receive consideration for employment. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, personal appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, educational programs and activities, and admissions.