Coordinator, Administrative Services (#30114)
Job Description: This position serves as the Department of Writing and Rhetoric’s coordinator of administrative services and assists the department chair with tasks related to budgeting and hiring. Duties will include, but are not limited to, managing all department budgets, maintaining detailed and correct financial and personnel records, and serving as search manager and completing hiring paperwork for new hires. This position requires strong collaborative skills and works closely with the department chair, associate chair, Program Assistant, Office Assistant, and Academic Support Services Coordinator to further the work of the department.
The successful candidate will be responsible for reconciling the budget and monitoring, processing, and ensuring compliance of the budget for all department programs (including Operations, PCSI, Foundation, Auxiliary, OPS, etc.). The candidate will be responsible for financial oversight of all department and research accounts.
The candidate will work closely with the chair to develop, implement, and oversee the departmental annual budget. He or she will create monthly financial summary reports for the chair, balance and verify departmental records against monthly reports, and complete standard budget ledgers and (inter)departmental transfers as needed to reduce variance.
The chair and the candidate will consult regularly about travel expenses, OPS commitments, and non-budgeted purchasing needs, and make decisions about purchases after considering projected and actual spending.
The candidate will be responsible for all hiring within the department. Specifically, he or she will serve as search manager for all faculty and staff searches within the department. He or she will post and manage open positions on the UCF employment website and any other advertising media.
He or she will coordinate the hiring of all personnel, including faculty, A&P, USPS, GTAs, GRAs, adjuncts, and other OPS employees, including local or national searches for faculty members. This will include arranging itineraries and travel plans, completing all necessary paperwork for each hire, and maintaining organized and accurate personnel binders. Tasks will include:
a. Preparing all hiring binders (contracts, e-verify, new hire paperwork, etc.)
b. Maintaining personnel files
c. Completing all faculty qualifications forms for SACs accreditation (FQMS)
d. Preparing all dual compensation documentation
The candidate will be primarily responsible for keying, submitting, and monitoring payroll for approval by the department chair. He or she will balance payroll accounts and monitor all items related to payroll distributions, including time approval, leave requests, LAPERs, retroactive payment requests, etc.
In consultation with the chair and scheduler for the department, the candidate will develop the summer teaching budget and prepare all faculty summer contracts and dual compensation agreements.
The candidate will collect and process all faculty, adjunct, and staff reports, including, but not limited to, Annual Evaluation and Performance Reviews, Faculty Annual Reports, Cumulative Progress Evaluations, and Conflict of Interest.
He or she will oversee the completion of faculty assignment of duties, academic assignment and effort reporting, and entering information into the Faculty Activity System (FAS).
The candidate will, as needed, collaborate with ORC, CAH Research Office, and department faculty to track and manage all current grants, expenses, hires, and pre- and post-award reporting.
The candidate will be responsible for understanding and following administrative and fiscal rules and policies and complete ongoing training as needed in a timely manner to maintain compliance with all departmental, college-wide, and university-wide rules and policies.
The candidate will have strong communication skills, including oral and written communication skills. He or she will have the ability to work closely with the department chair and keep the chair informed of the department budget and hiring. The candidate will be highly detail oriented, highly organized, and have a strong understanding of finances and numbers.
Minimum Qualifications: Master’s degree in an appropriate area of specialization; or a bachelor’s degree in an appropriate area of specialization and two years of appropriate experience.
- At least two years’ worth of budget/accounting experience.
- Experience with PeopleSoft and PeopleAdmin programs.
- Experience working in an institution of higher education.
- Experience with analytical software, spreadsheet packages, pivot tables, and other tools to compile and interpret data.
- A bachelor’s degree or higher in accounting or business administration.
- Knowledge of and experience with UCF policies and procedures related to budget and hiring.
- Excellent written and oral communication skills.
- Competent in using Microsoft Office (Word, Excel, PowerPoint) and related software and web-based technology tools (i.e., email, Skype, online databases)
Special Conditions: The University requires that all applicants must apply online at www.jobswithucf.com.
In order to be fully considered by the department, applicants must submit a cover letter, resume or curriculum vitae, and the names and contact information for three professional references who have supervised you directly.
NOTE: Please have all documents ready when applying so they can be attached at that time. Once the online submission process is finalized, the system does not allow applicants to submit additional documents at a later date.
Please ensure that all information submitted is accurate. Selected candidate will be required to provide official transcripts.
The University of Central Florida is proud to be a smoke-free campus and an E-Verify employer.
Work Schedule: M-F 8:00am-5:00pm
Work Location Orlando (Main)