Fiscal Assistant II - Office of Graduate Education

University of Florida • Gainesville, FL

10d • $20 - $22 • Onsite

About The Position

This position provides centralized business administration support for the Office of Graduate Education (OGE) including the Biomedical Sciences (BMS) program within the College of Medicine, functioning in a shared services capacity that supports all graduate education programs, trainees, and participating departments across the entire College. The role serves as a key operational resource for fiscal, payroll, and administrative functions, helping ensure consistent, efficient, and compliant business processes that support the Graduate School's mission.

The position also supports Office of Graduate Education fiscal operations through procurement activities, invoice processing, purchasing, requisitions, and PCard reconciliation. Additional responsibilities include maintaining financial records, monitoring funding activity, supporting reporting and reconciliation processes, and assisting with onboarding and operational coordination activities for graduate students and trainees.

As a central point of coordination for the college, this role partners with departmental administrators, COM-HR, COM Finance and Administration, the Graduate School, vendors, graduate students, trainees, and university offices to facilitate business operations and support graduate education activities across the College of Medicine. The position helps promote standardized processes, provides guidance on administrative procedures, and ensures compliance with university and college policies while delivering responsive customer service to a diverse group of stakeholders.

Requirements

• High school diploma or equivalent
• Three years of general accounts transaction experience
• Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.

Nice To Haves

• Knowledge of graduate assistant funding models, tuition waiver processes, and graduate education support programs preferred.
• Ability to analyze information, problem-solve, and exercise sound judgment in a complex operational environment.
• Experience supporting fiscal, payroll, and operational functions, preferably within a higher education, academic medicine, or research setting.
• Strong organizational skills with exceptional attention to detail and a commitment to accuracy and compliance.
• Ability to collaborate effectively with diverse stakeholders and provide high-quality administrative support across multiple programs or departments.
• Experience contributing to the efficient administration of graduate education, trainee support programs, or other complex academic operations.
• Strong interpersonal and communication skills, with the ability to build effective working relationships across organizational levels.
• Experience writing, documenting, or improving operational processes and procedures.

Responsibilities

• Create and manage payroll distributions for BMS-supported graduate assistants (GAs) and OGE employees across the college.
• Monitor, reconcile, and update GA and pre-doctoral payroll distributions across all BMS cohorts.
• Coordinate cross-departmental and cross-college payroll support related to OGE and BMS funding allocation, including temporary funding coverage.
• Administer special funding sources and scholarship support, including Graduate School programs such as McKnight, McNair, FAMU, NSF, and other sponsored funding mechanisms.
• Process payroll distribution updates related to GA stipend increases, fringe benefit rate changes, and annual Pre-Doc compensation adjustments.
• Support the onboarding and offboarding of graduate assistant (GA) students by coordinating required documentation, facilitating appointment and payroll setup or termination, and ensuring compliance with university processes.
• Incorporate AI funding support allocations for participating departments and funding initiatives.
• Process and reconcile invoices, purchase orders, requisitions, journal entries, and fiscal transactions in accordance with University of Florida and College of Medicine guidelines.
• Coordinate procurement activities and ordering for program and departmental operational needs.
• Perform PCard reconciliation and ensure timely and accurate documentation of expenditures.
• Coordinate travel, develop itineraries, and manage communication and expense reimbursement for graduate student and postdoctoral candidate recruiting visits.
• Monitor fiscal transactions, maintain supporting documentation, and assist with account reconciliation and expense tracking.
• Partner with vendors, departmental administrators, fiscal staff, and university offices to resolve procurement, payment, and transaction-related issues while serving as a primary point of contact for business operations support.
• Assist with monitoring available funding balances and ensuring expenditures align with approved budgets and funding sources.
• Initiate, process, update, and monitor tuition waivers for BMS-supported GAs and Pre-Docs receiving institutional tuition support.
• Serve as the centralized resource to coordinate tuition waivers across departments and colleges to ensure accurate funding and student eligibility.
• Manage tuition waiver allocations associated with special funding programs and Graduate School scholarship initiatives, including McKnight, McNair, FAMU, NSF, and related programs.
• Incorporate AI funding support into tuition waiver processing for participating departments.
• Prepare reports, maintain financial records, and support audits related to payroll distributions, tuition waivers, and funding activity.
• Assist with fiscal planning and funding analysis to support OGE program operations and compliance requirements.
• Provide support for additional fiscal and administrative projects as assigned.
• Manage office necessities including supplies, mail, equipment, and security.
• Support the OGE Administrator with the annual asset management and space report.
• Collaborate with the Graduate Engagement and Outreach Coordinator to maintain and update the website, social media account(s), event calendar, and listservs related to activities with OGE.
• Collaborate with the Graduate Engagement and Outreach Coordinator to assist with planning and supporting student-centered events such as commencement, recruitment, and professional development activities.
• Support the overall operation of the Office of Graduate Education by performing a variety of tasks and responsibilities as assigned.

Benefits

• Low-cost State Health Plans: Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Packages with 10+ paid holidays, paid family, sick and vacation leave
• Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED