AST DIR, Administrative Svcs

University of Florida•Gainesville, FL

4d•Onsite

About The Position

This position oversees the daily administrative operations of assigned divisions within academic teaching and research missions. The role is responsible for directing administrative and fiscal operations, including accounting, purchasing, personnel, and fiscal management. The individual will serve on the management team with the Director, developing and implementing policies and procedures to enhance efficiency and compliance, and managing divisional schedules, meetings, and events. Ensuring timely and accurate communication within the department and with external stakeholders is also a key function.

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.
Enterprise Analytics, PeopleSoft Oracle System Queries, OneStream, Microsoft Office, and strong Excel skills are required.
Demonstrated ability to lead and motivate a team.
Strong analytical skills and the ability to develop creative solutions.
Excellent verbal and written communication skills.
Ability to work effectively with various stakeholders.
Flexibility to manage changing priorities and demands.
Strong focus on accuracy and quality in all tasks.

Nice To Haves

Strong financial management skills, including budgeting and grant administration.
Excellent organizational, communication, and interpersonal skills.
Proven ability to manage multiple priorities and projects effectively.
Knowledge of academic and research administration processes.
Familiarity with university policies and procedures.
Ability to make mature, well-thought-through, and independent decisions concerning managing their divisions in partnership with the Division Chief through critical thinking and problem-solving processes.
Ability to deliver high-quality and accurate work products in a timely fashion.
The ability to prioritize and meet deadlines is crucial.

Responsibilities

Oversee daily administrative operations of the assigned divisions for academic teaching and research missions.
Direct the divisions' administrative and fiscal operations, including oversight of accounting, purchasing, personnel, and fiscal operations.
Serve on the management team with the Director.
Develop and implement policies and procedures to enhance efficiency and compliance.
Manage the division’s schedules, meetings, and events.
Ensure timely and accurate communication within the department and with external stakeholders.
Develop and manage the divisional budgets, including forecasting and financial planning, OneStream entry, executive summaries, and variance report analysis.
Manage divisions' fiscal year budgets: oversee the entire process from initial creation in the department workbook to OneStream system entry, ensuring the accuracy of financial projections, analysis, and adherence to financial protocols.
Track fiscal spending for assigned divisions (Monthly COM variance reporting, explain and mitigate variances).
Serve as finance approver for requisitions, travel, P-card, personnel forms, and reimbursements on divisional funds.
Fiscal management of 171 (HSCFCPA, UFF) BOG center reporting (CHRI).
Responsible for the implementation and oversight of Peds startup funds policy (monitor, track, extend, etc.).
Monitor and report on financial performance, ensuring adherence to budgetary constraints.
Understand faculty assignments and how salaries are budgeted and funded.
Ensure compliance with university financial policies and procedures.
PDA tracking.
Organize and lead monthly divisional financial overview meetings to review budget status.
Manage recruitment, hiring, onboarding, and administrative staff training in assigned divisions.
Direct recruitment activities including position and organizational analysis, creation of faculty proformas (when commitments are involved), and COM hiring request packets; oversee interview and onboarding processes.
Oversee faculty appointments, promotions, and tenure processes.
Coordinate payroll distributions, PDRRS and effort reporting.
Handle employee relations, performance evaluations, and professional development initiatives.
Ensure compliance with university HR policies and labor laws.
Supervise research administrative assistants.
Works hand in hand with the division Chiefs and assists in developing and implementing the division’s strategic plans.
Identify opportunities for growth and improvement in academic, research, and clinical programs.
Coordinate with faculty and university leadership to align division goals with departmental objectives.
Develop and implement communication strategies to promote divisional activities and achievements.
Assist with maintaining the division’s website and social media presence.
Support the Chair’s office, ensuring cohesive and coordinated administrative efforts across the department.
Collaborate with the assigned Research Administrator to support faculty in submitting research grants.
Oversee the administration of research projects, ensuring compliance with regulatory requirements.
Facilitate collaborations and partnerships to advance research initiatives.
Oversee the maintenance and utilization of departmental research facilities and equipment.
Responsible for setting up and management of lab for all new research faculty and close out for departing faculty for the whole Department of Pediatrics.
Coordinate with university facilities management to address infrastructure needs.
Ensure a safe and compliant work environment for all research department members.
Divisional space reporting.
IT access approvals/subscription renewals.
Departmental research faculty departure management: EH&S, surplus of furniture, etc.
Other duties as assigned by the Director and Chair.