Fiscal Assistant II

University of Florida•Gainesville, FL

About The Position

The Fiscal Assistant II supports research administration, subaward and subproject financial administration, procurement, and project events. The role works with the Research Administration Manager (RAM), subrecipients, investigators, Contracts & Grants (C&G), and other University of Florida offices to ensure accurate financial records and compliance with applicable procedures. For subaward administration, the position helps submit and establish subawards in UFIRST, serves as the primary contact for subrecipients, monitors reporting and invoicing, and checks invoices and supporting documentation for accuracy and completeness. The role maintains subaward tracking records, works with subrecipients to resolve unallowable expenses or documentation issues, submits packets for C&G review, assists with review questions, facilitates signatures on certifications, and communicates procedural updates to subrecipients. For financial administration, the position supports setup of subprojects in UFIRST, analyzes expenses, develops cost projections, tracks finances, and reconciles subproject ledgers. It consults with investigators on financial issues such as negative balances, over-expenditures, and missing documentation; maintains tracking lists; prepares monthly and ad-hoc reports; and works with RAM and sponsored-program offices on award-administration issues. For procurement, the position uses a University of Florida Purchasing Card (Pcard) for approved project purchases and reconciles transactions with supporting documentation and approvals. It also provides backup Pcard reconciliation, creates requisitions, manages purchase orders and encumbrances, processes vendor invoices, assists with sole-source documentation, and supports vendor enrollment, including consultants, in accordance with University financial policies and procedures. The role also assists with arranging and supporting project events on and off campus, including internationally, builds relationships across departments, and provides guidance on fiscal, purchasing, and travel procedures. Other duties may be assigned. This is a time-limited position.

Requirements

High school diploma or equivalent and three years of general accounts transaction experience; appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Strong attention to detail, organizational skills, and document management skills.
Ability to manage multiple priorities, meet deadlines, work effectively under pressure, and adapt to changing circumstances.
Ability to work independently, exercise sound judgment, and solve problems effectively.
Strong communication and customer service skills, including the ability to collaborate with individuals at different levels and with different working styles and preferences.
Ability to work effectively as part of a team in a fast-paced, international environment with stakeholders in the United States and abroad.

Nice To Haves

Bachelor’s degree in accounting, business administration, or a related field and two years of appropriate experience.
Experience with fiscal and subaward administration and knowledge of State and University policies and procedures.
Experience supporting sponsored programs, including awards from organizations such as the U.S. Department of State and the Gates Foundation.
Knowledge of University of Florida procurement, travel, and disbursement procedures.
Ability to interpret, implement, and integrate requirements of various funding agencies.
Familiarity with University of Florida systems such as myUFL, PeopleSoft, UFGO, and Marketplace.
Experience with travel, purchasing, and Pcard reconciliation.

Responsibilities

Support the Research Administration Manager in submitting and setting up subawards in UFIRST.
Serve as the primary contact for subrecipients and ensure timely reporting and invoice submission.
Review subrecipient invoices and supporting documentation for accuracy and completeness, including receipts, currency conversion rates, and English translations.
Maintain the internal subaward tracking list.
Work with subrecipients to resolve unallowable expenses and incomplete documentation, and submit packets to Contracts & Grants for review.
Assist Contracts & Grants in resolving questions arising during its review process.
Review subaward certifications from Contracts & Grants and facilitate signatures.
Provide subrecipients with training on procedural changes or updates.
Support the Research Administration Manager in setting up subprojects in UFIRST.
Analyze expenses, develop cost projections, and provide financial tracking and fiscal control for reporting requirements.
Review and reconcile subproject ledgers.
Consult with investigators regarding unallowable expenses, negative balances, over-expenditures, and inadequate supporting documentation.
Maintain the internal subproject tracking list.
Prepare monthly and ad-hoc reports as requested by the Research Administration Manager and project leadership.
Work with the Research Administration Manager on award-administration issues requiring special assistance and interface with IFAS Sponsored Program Activities, the Division of Sponsored Programs, and Contracts and Grants.
Use a University of Florida Pcard for approved project-related purchases and reconcile transactions monthly with appropriate documentation, receipts, and approvals.
Provide backup for Pcard transaction reconciliation.
Create requisitions, manage purchase orders and encumbrances, prepare and process outside vendor invoices, and assist with sole-source documentation.
Assist with vendor enrollment, including consultants, in compliance with University financial policies and procedures.
Assist with arranging and supporting project events on and off campus and internationally.
Build relationships across departments, answer fiscal questions, and provide guidance on purchasing and travel procedures.
Perform other duties as assigned.