Assistant Director for Administration and Fiscal Management

Florida Atlantic University • Boca Raton, FL

4d • $60,000 - $65,000 • Onsite

About The Position

Florida Atlantic University is seeking an Assistant Director for Administration and Fiscal Management - Boca Raton, FL. We are looking for a highly organized and proactive Assistant Director for Administration and Fiscal Management to support the department’s administrative, financial, and research operations. This key leadership position manages office functions, oversees budgeting and fiscal activity across multiple funding sources, and partners closely with faculty and university offices to support department priorities and sponsored research. Summary of Responsibilities: Administration: 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. Assist faculty with promotion & tenure processes. 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. Serve as a backup for the Coordinator for Research and Administrative Services whenever needed. Initiate communication with vendors, evaluate their qualifications to supply goods and services, and negotiate terms of purchase orders. Respond to reports or data requests from the chair for the dean or external questionnaires. Fiscal Management: 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 and renovations. Research & Sponsored Programs Support: 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.

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 required.
• Resume
• Cover letter

Nice To Haves

• Bachelor’s degree and two or more years of experience in administrative, financial, or operational support, preferably in a higher-education or research environment.
• Demonstrated experience with budget monitoring, account reconciliation, or financial transactions across multiple funding sources.
• Experience supporting HR functions, including hiring, onboarding, timekeeping, and personnel actions for faculty, staff, and student employees.
• Familiarity with grants and contracts administration, including coordinating pre-award or post-award activities, tracking expenditures, and ensuring compliance with institutional and sponsor requirements.
• Proficiency with enterprise systems (e.g., Workday, financial systems, HR platforms) and strong Microsoft Office skills, particularly Excel.
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and work independently in a small-department setting.
• Excellent written and verbal communication skills and the ability to work effectively with faculty, staff, students, and central administrative offices.

Responsibilities

• 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.
• Assist faculty with promotion & tenure processes.
• 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.
• Serve as a backup for the Coordinator for Research and Administrative Services whenever needed.
• Initiate communication with vendors, evaluate their qualifications to supply goods and services, and negotiate terms of purchase orders.
• Respond to reports or data requests from the chair for the dean or external questionnaires.
• 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 and renovations.
• 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.

Benefits

• Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.
• 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).

What This Job Offers

• Job Type: Full-time
• Career Level: Manager