Assistant Director of Administrative Services - Powell Gene Therapy Center

University of Florida•Gainesville, FL

16d

About The Position

The Assistant Director of Administrative Services serves as the senior administrative, financial, and operational leader for the Powell Gene Therapy Center (PGTC) . The Administrative Assistant Director represents the PGTC Director in administrative and operational matters and provides strategic leadership across departmental administration, finance, clinical operations, research administration, human resources, and compliance. The Administrative Assistant Director ensures the effective, compliant, and financially sustainable operation of the PGTC in alignment with the missions of the College of Medicine, UF Health, UFP/FCPA, and the University of Florida.

Requirements

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

Nice To Haves

Proven leadership experience in complex healthcare and/or academic environments, with the ability to navigate and manage multifaceted administrative, financial, clinical, and research operations.
Strong financial acumen is essential, including demonstrated expertise in developing and managing budgets, administering extramural grant funding, and overseeing physician billing, collections, and related compliance activities.
Working understanding of healthcare finance models and revenue cycles, as well as experience supporting faculty and investigators in securing and managing external funding.
Ability to develop, implement, and adapt strategic plans that align departmental objectives with broader institutional goals.
A commitment to continuous learning and staying informed of emerging industry trends, regulatory changes, and best practices in higher education, healthcare systems, and sponsored research administration is critical.
Familiarity with University, health system, and governmental regulations, operating procedures, and national and state funding agency guidelines is strongly preferred.

Responsibilities

Administrative Leadership & Strategic Management Serves as the primary administrative liaison between the PGTC and the Dean’s Office, UF Health, UFP/FCPA, Finance & Accounting, Contracts & Grants, Division of Sponsored Programs, and other affiliated entities.
Represents the PGTC Director in high-level administrative matters and makes non-routine administrative decisions in the PGTC Director’s absence.
Gathers, analyzes, and synthesizes information to prepare reports, correspondence, and recommendations for PGTC and senior leadership.
Advises faculty, staff, and trainees on University, State, and Federal policies and procedures.
Develops and implements administrative processes and tools to improve efficiency, effectiveness, and compliance.
Participates in College, hospital, and University committees, task forces, and change-management initiatives.
Ensures departmental operations comply with College of Medicine, UF Health, UFP/FCPA, University of Florida, State of Florida, and Federal regulations.
Ultimately responsible for compliance with HIPAA, FERPA, University information security policies, etc.
Oversees PGTC website maintenance and supports administrative staff with system-related needs.
Proactively identifies risks, compliance concerns, and operational inefficiencies and implements corrective actions
Financial Management & Budget Administration Serves as senior fiscal officer for a PGTC.
Responsible for managing state funds, clinical revenue, grants, and private support.
Develops the PGTC’s all-funds annual budget in collaboration with the PGTC Director, consistent with College of Medicine, UFP/FCPA, and UF Health guidelines.
Provides financial modeling, projections, variance analyses, and strategic recommendations to support decision-making.
Monitors monthly financial performance, identifies risks or variances, and implements corrective actions with PGTC Director’s approval.
Ensures accuracy and integrity of financial reports; maintains internal controls; safeguards departmental assets; and ensures compliance with University, State, and Federal accounting requirements.
Approves purchases, payroll distributions, funding changes, travel authorizations, vouchers, and payment requests.
Provides recurring and ad hoc reporting to the Dean’s Office and other College and University units.
Clinical Operations & Revenue Cycle Oversight Works collaboratively with UF Health, UFP/FCPA clinical leadership, and departmental faculty to ensure the efficient and effective delivery of clinical services, aligning PGTC clinical operations with institutional goals and quality standards.
Oversees the full PGTC clinical revenue cycle, including patient billing, collections, documentation, coding compliance, and reconciliation, ensuring adherence to UF Health, College of Medicine, and federal, state, and payer regulations.
Develops and implements processes, policies, and internal controls to optimize revenue capture, reduce errors, and maintain financial integrity while supporting operational efficiency.
Maintains strong, ongoing working relationships with inpatient and outpatient nursing units, ancillary services, and other clinical partners to support patient safety, care quality, discharge planning, throughput, and workflow optimization.
Serves as a resource for problem-solving complex clinical operational issues, resolving conflicts, and ensuring timely communication with stakeholders at all levels.
Participates in strategic planning for PGTC growth, including evaluating new clinical programs, resource allocation, and alignment with institutional priorities.
Research & Grants Administration Oversees all pre- and post-award research administration for the PGTC.
Supports faculty in proposal development, budget preparation, and submission.
Ensures proposals meet College, University, and sponsor requirements.
Facilitates award setup, payroll and effort allocation, expenditure monitoring, reporting, cost share tracking, and compliance.
Provides administrative oversight of clinical trials and research labs to ensure regulatory, fiscal, and safety compliance.
Human Resources & Personnel Management Has ultimate responsibility for all PGTC personnel functions, including faculty, staff, OPS, USPS, TEAMS, trainees, fellows, and volunteers.
Oversees recruitment, hiring, reappointments, promotions, evaluations, timekeeping, licensure, immigration, and staff development in collaboration with COMHR.
Leads performance management processes, ensuring expectations are clear, evaluations are timely, and performance issues are addressed appropriately.
Provides guidance to the PGTC Director on staff and faculty compensation, including starting salaries, merit increases, promotions, and equity considerations.
Supports faculty recruitment, mentoring programs, promotion and tenure processes, and faculty compensation planning.
Supervision of Administrative Support Staff Provides leadership and oversight for all PGTC Administrative Staff
Ensures coordination among sections to support procurement, travel, payroll, account management, effort reporting, faculty support services, space utilization, records retention, and PGTC operations.
Responsible for hiring, mentoring, evaluation, and professional development of administrative staff and fostering a high-performing, compliant team environment.