ASSOCIATE DIRECTOR, Administrative Svcs

Job No: 525505
Work Type:
Location: Main Campus (Gainesville, FL)
Categories: RealCat
Department: 19010800 - EG-FISCAL / PERSONNEL

Job Description


Classification Title:

ASO DIR, Administrative Svcs

Job Description:

Financial & Compliance Management: Responsible for ensuring the department(s)/unit(s) comply with university, federal and state rules, and regulations. Manages and analyzes the department's operating, auxiliary, and other fund budgets and monitors cash flow and expenditures. Regularly monitor, provide financial reports, and interpret financial information with the Department Chair while recommending further courses of action. Responsible for oversight and/or approval of fiscal operations including but not limited to budget, procurement, personnel/payroll actions, accounts payable, PCard, travel, asset management, petty cash/gift card funds, and account reconciliation, to ensure compliance with established and required policies, budgets, and restrictions. Provides budget oversight for units assigned including monitoring operating budgets to ensure effective utilization of financial resources for all funding sources including state appropriations, contracts and grants, returned overhead, foundation and other types of funding. Oversight of space allocation, asset management and student material & supply/equipment use fees. Responsible for managing the department's foundation accounts and the appropriateness of charges including the department's unrestricted account, associated subaccounts, scholarship, and professorship accounts. Supports the Chair with information necessary for annual and long-term strategic planning. Responsible for overseeing data collection and reporting to external entities requesting financial information from the departments working through the College. Responsible for the internal controls to ensure effective and efficient financial management. Carries out all necessary actions to ensure financial and legal obligations are met.

Research Administration and Project Management: Manage all pre- and post-award activity for a large and diverse set of complex federal and nonfederal research projects including sub-awards, cross-college initiatives, multi-institutional partnerships, and donations. Responsible for the College level review and approval of all proposals for funding. Maintain and monitor policies and procedures to ensure compliance with OMB Uniform Guidance and all other federal, state, local, university and agency laws and regulations including policies related to human subjects, animal care, radioactive materials, biohazards, etc. Provide technical assistance for staff and resolve complex project administration issues working closely with department chair, faculty, principal investigators, and all other parties involved. Responsible for all effort reporting including managing all principal investigator/key personnel effort on sponsored projects, ensuring proper effort certification through training, and ensuring the accuracy of all effort charged to sponsored projects and instruction. Reviews all contract and grant proposals for risk assessment and for commitments of departmental resources and finances. Reviews all agreements obligating the department financially or otherwise. Oversees the cost sharing system and monitors the timely completion of contract deliverables. Manage department's overhead accounts.

Human Resources Management: Provide oversight and management for fiscal and research administration operations. Recruit, hire, develop, assess, train, manage and retain qualified fiscal and research administration staff. Enhance professional development while establishing and managing a comprehensive training program to educate employees regarding tools, policies, and procedures Promotes the Herbert Wertheim College of Engineering's Standard Code of Conduct to all unit employees. Reviews and assists in preparation of documents associated with new hires, special pay increases, reclassifications, and additional university compensation. Works closely with Human Resources staff to direct faculty and staff to resources, review and approve positions for hire, and other human resources functions as needed. Oversees the preparation and reviews all Faculty Assignment Reports (FARS) for the chair's approval and responsible for proper payroll distribution of all department employees. Administers the proper certification of effort associated with all employees. Coordinate faculty summer assignments including confirmation of available funds.

Risk Management: Identify risks and assess any potential impact. Acts as department PeopleSoft Security Administrator, responsible for providing and maintaining user security roles for all department employees. Administers and verifies compliance with the annual Internal Control Self-Assessment Tool.

Service Management: Liaison between core offices and the department Plan, maintain and design processes that meet College and department needs. Satisfy the needs of customers through service excellence. Works closely and transparently with all partners. Develop and foster ongoing improvements in operating efficiency and effective use of available resources. Other duties as assigned.

Expected Salary:

Commensurate with education and experience.

Minimum Requirements:

Master's degree in an appropriate area and four years of relevant experience; or a bachelor's degree in an appropriate area and six years of relevant experience.

Preferred Qualifications:

This position requires an individual with high integrity and ethical standards. Relevant experience in contracts and grants, accounting, and business administration essential. Experience in project management preferable. Strong organizational and interpersonal skills with ability to work closely with faculty and staff to resolve complex issues. Competence with PC software including, Microsoft Word, Excel, PowerPoint, Outlook, and Teams. Ability to manage multiple organizations at once. Knowledge of fund accounting and higher education finance is preferred. Must be a team leader focused on fiscal service excellence

Special Instructions to Applicants:

In order to be considered for this position, applicant must upload a cover letter and resume with application.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:
No



Applications Close: 23 Feb 2023

To apply, visit https://explore.jobs.ufl.edu/en-us/job/525505/associate-director-administrative-svcs

The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.





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