Assistant Director for Administration and Fiscal Management

Florida Atlantic University•Boca Raton, FL

3d•Onsite

About The Position

The Department of Biomedical Engineering at Florida Atlantic University is seeking an Assistant Director for Administration and Fiscal Management in Boca Raton, FL. The College of Engineering and Computer Science at Florida Atlantic University is dedicated to shaping the future through cutting-edge research and transformative education. Internationally recognized for our expertise in Computer Science and Artificial Intelligence, Biomedical Engineering, Civil, Environmental, and Geomatics Engineering, Mechanical Engineering, and Ocean Engineering, we stand as pioneers in technological advancements. This position reports to the Department Chair and functions as the Department Administrative Manager. Serving as the primary administrative point of contact for undergraduate and graduate students within the department, this position coordinates with college and university offices on student-related processes, including admissions, enrollment verification, and graduation clearance.

Requirements

Master's degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience; or a bachelor's degree from an accredited institution in an appropriate area of specialization and four years of appropriate experience.
Experience working in a higher education environment, ideally within an academic department.
Proven experience with University administrative and financial systems, including Workday and Novelution.
Experience supporting sponsored research activities, including proposal preparation, budget development, and post-award management
Knowledge of university budgeting practices, financial reconciliation processes, and fund management across multiple funding sources.
Experience coordinating hiring and onboarding processes for student employees.
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Excellent communication skills, with the ability to collaborate effectively with faculty, students, and administrative offices.

Responsibilities

Manage budgeting, forecasting, fiscal tracking, and reconciliation of monthly department-ledgers for all accounts (GTAID, Auxiliary, Foundation, Tech Fee, Carry Forward).
Prepare and approve financial transactions, including department travel, supplier invoices, P-card purchases, expense reports, and budget amendments.
Process expenditures on auxiliary, grant, foundation accounts, tech fees, overhead, scholarships, lab fees, carry forward, and other accounts.
Oversee faculty summer appointments, both instructional and grant funded.
Provide the Department Chair with a financial report of all department accounts at the beginning of each month.
Assist with financial management for department events.
Report to the Department Chair and function as the Department Administrative Manager.
Organize and coordinate office administration procedures; supervise office staff and student workers.
Assist the Department Chair with tasks related to assignments and activity reports, ensuring accurate data management and timely submissions.
Manage the hiring process for students, OPS, postdocs, and adjuncts, from job posting to onboarding, including preparing offer letters and requesting background checks.
Provide support as needed for research and administrative services, including processing GRA/GTA tuition exemptions and leading GRA orientation each semester.
Act as timekeeping administrator for all department employees.
Initiate and coordinate the purchase of goods and services needed for departmental operations, including preparing requisitions, communicating with vendors, and tracking orders through completion.
Respond to reports or data requests from the Chair for the Dean or external questionnaires.
Serve as the primary administrative point of contact for undergraduate and graduate students within the department.
Assist faculty with course scheduling and setup in university systems, including entry and maintenance of special topics, independent study, and research courses.
Support graduate program administration, including tracking milestones (e.g., qualifying exams, candidacy, thesis/dissertation processes) and maintaining student records.
Coordinate with college and university offices on student-related processes, including admissions, enrollment verification, and graduation clearance.
Support student engagement initiatives, events, and communications in collaboration with faculty and college units.
Assist faculty with the development of grant and contract budgets, ensuring alignment with sponsor guidelines and university policies.
Support proposal preparation and routing by entering and maintaining grant submissions in Novelution and related university systems.
Coordinate with faculty, the Division of Research, and college administration to monitor proposals and awards from pre-award submission through post-award setup.
Track awarded projects to ensure timely account setup, monitor budget activity, and assist with administrative compliance throughout the award lifecycle.
Establish and monitor cost share commitments and associated accounts, as applicable, in coordination with the Division of Research and college leadership.
Perform other job-related duties as assigned.

Benefits

Medical (PPO/HMO $50 per month single & $180 per month family)
Dental
Vision
Life Insurance
Flexible Spending plans
Employee Assistance Program (EAP)
State retirement options including tax-deferred annuities and Roth 403(b) plans.
State employees Public Service Loan Forgiveness (PSLF) program.
Sick Leave Pool Program.
Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).
Paid Community Engagement Volunteer Service Day
Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment.
For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).