Assistant Director of Business Operations

University of North Florida Alumni Association • Jacksonville, FL

1d • Onsite

About The Position

The Assistant Director of Business Operations provides advanced operational, analytical, and systems-level support for departmental business operations, including accounting and finance, grant administration, human resources coordination, procurement oversight, and business systems administration. Reporting to the Associate Director of Business & Program Management, this position exercises independent judgment and discretion in analyzing operational practices, interpreting policies, and supporting implementation and continuous improvement of departmental systems and workflows. The Assistant Director of Business Operations serves as the primary operational resource for routine business and program management matters, escalating complex, high-risk, or policy-related issues to the Associate Director of Business & Program Management. When formally delegated, the Assistant Director may represent the Associate Director in operational matters.

Requirements

• Master's and 2+ years of relevant experience or Bachelor's degree and 4+ years of relevant experience.
• An equivalent combination of education and experience pursuant to Fla. Stat. 112.219.
• This position requires a successful completion of a level 2 background screening with fingerprinting.
• May have contact with young children at FIE-partner childcare centers.

Nice To Haves

• Master’s degree in Accounting or Business-related field.
• Experience supporting grant- or contract-funded programs.
• Experience with Workday and/or QuickBooks Enterprise.

Responsibilities

• Supports the planning, implementation, and evaluation of departmental business processes related to finance, human resources coordination, and procurement.
• Serves as the primary operational point of contact for routine business management matters, exercising independent judgment to resolve issues, identify challenges and compliance risks, and determine appropriate next steps within established policies and procedures.
• Collaborates with program leadership and staff to review financial information, document action items, and support timely follow‑through, while assisting with the application and interpretation of State, Federal, University, and funding‑agency requirements as they relate to routine operational matters.
• Provides accounting, finance, and grant management support by contributing to the development, monitoring, and analysis of departmental budgets across multiple funding sources, including E&G, Auxiliary, Grants and Contracts, and Foundation funds.
• Monitors financial activity throughout the fiscal year to support accuracy, allowability, and alignment with budgets established in four fund categories and project objectives.
• Assists with tracking grant and contract expenditures, assembling supporting documentation, and contributing to the preparation of required fiscal and programmatic reports.
• Serves as a routine fiscal liaison with internal and external partners under the supervision of the Associate Director of Business & Program Management.
• Monitors departmental human resources processes associated with recruitment, hiring, and onboarding activities to ensure activities are progressing in accordance with established procedures and timelines.
• Reviews and tracks position postings, application workflows, and required documentation prepared by designated support staff to promote consistency, accuracy, and compliance.
• Serves as a departmental resource for routine HR-related questions and procedures.
• Coordinates FIE’s data entry into the Workday system and monitors procurement transactions for materials and services, (e.g., Pcards, purchase orders, and service contracts) to support timely and efficient processing of procurement activities in compliance with University policies, documentation standards, and approval requirements.
• Coordinates FIE QuickBooks Enterprise data entry activities and monitors financial data for accuracy and consistency and provides feedback to FIE data entry staff and leadership.
• Develops and maintains FIE user procedure manuals.
• Supports staff training related to QuickBooks Enterprise processes and procedures.
• Support collaborative partners and cross-functional initiatives.
• Assist with events that support FIE programs, including preparing materials, organizing logistics, and providing onsite support as needed.
• Perform additional duties as requested to support FIE's mission and initiatives
• May provide functional supervision, training, and workflow coordination for student assistants or support staff as assigned.

Benefits

• The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees