Manager, Administrative Services

University of Florida•Gainesville, FL

About The Position

This position is responsible for overseeing and managing various administrative functions within a department or unit. Key areas of responsibility include financial management, compliance, human resources operations, and general departmental administration. The role involves ensuring adherence to college, university, state, and federal regulations, managing budgets, analyzing financial data, and providing financial reports. It also includes oversight of HR functions such as recruitment, hiring, payroll, and employee relations. The position supervises administrative support staff and collaborates with various university departments and external vendors to ensure smooth operations.

Requirements

Bachelor’s degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience.

Nice To Haves

Experience with budget preparation, projections, accounts receivable, accounts payable, and preparation of statistical accounting data as needed.
Knowledge of University of Florida policies and procedures
Previous experience with human resources functions
Strong verbal and written communication skills
Ability to successfully multi-task
Ability to maintain high levels of confidentiality
Previous supervisory responsibility
Strong organizational skills

Responsibilities

Ensuring department/unit compliance with college, university, state, and federal rules and regulations.
Managing and analyzing operating, auxiliary, and other fund budgets, and monitoring cash flow and expenditures.
Providing financial reports and interpreting financial information to the Department Chair.
Oversight and/or approval of fiscal operations including budget, procurement, personnel/payroll actions, accounts payable, PCard, travel, asset management, petty cash/gift card (RPP) funds, and account reconciliation.
Providing budget oversight for the department, monitoring operating budgets for effective utilization of financial resources.
Oversight of space allocation, effort reporting, asset management, and student material & supply/equipment use fees.
Collaborating with research administrators to manage areas affected by sponsored program funding overlap.
Serving as the fund administrator for department’s UF Foundation accounts, managing endowed and non-endowed Foundation funds.
Supporting the Chair with information for annual and long-term strategic planning.
Overseeing data collection and reporting to external entities.
Implementing internal controls for effective and efficient financial management.
Mentoring and training the fiscal team on fiscal, travel, and purchasing processes.
Overseeing department payroll and ensuring compliance with university processes, policies, and regulations.
Collaborating with UF Payroll and Tax Services on payroll issues.
Overseeing the bi-weekly payroll close.
Overseeing direct billing by UF internal vendors to ensure accuracy and proper chartfield charges.
Overseeing processes related to leasing, quotes, and contract agreements with external vendors and UF Procurement Services.
Overseeing the renewal of annual contracts and blanket PO’s.
Oversight and management of Human Resource (HR) operations for the Department.
Coordinating functions relating to faculty, staff, OPS, and student salary plans, courtesy faculty, and volunteers.
Drafting/reviewing job announcements and postings for department positions and ensuring completion of guidelines for equal opportunity recruitment.
Preparing all letters of offer related to faculty, staff, post-doctoral associates, interns, and graduate students.
Preparing annual administrative supplement letters and ensuring submission of quarterly administrative supplement ePAFs.
Developing and updating TEAMS position descriptions; requesting reclassifications and/or new positions.
Administering processing of department job/position actions within PeopleSoft.
Ensuring the letters of appointment and renewal letters for all Graduate Assistants are submitted accurately in PeopleSoft.
Reconciling all GA tuition waivers.
Developing and maintaining operational policies and procedures related to personnel actions.
Providing guidance to the Chair regarding recommended salaries for new hires and development of personnel procedures.
Serving in a back-up capacity for the Department’s primary coordinator with faculty evaluative processes.
Facilitating all employee relations issues within the department.
Serving as Departmental Security Administrator, overseeing security roles in PeopleSoft.
Participating in departmental leadership meetings.
Collaborating to develop clinical financial procedures for the UF SmartDriver Rehab.
Reconciling monthly accounts receivables for the lab in FHPA, Inc.
Providing direct supervision, leadership, and oversight to Administrative Support AST II, OPS, and Student Assistants.
Coordinating PHHP IT access requests from faculty and ensuring HIPAA compliance.
Authorizing the assignment of keys appropriately for the department.
Submitting Gator One ID Card requests for new employees.
Collaborating with UF Facilities Construction, Planning, and Design on renovations, repairs, and maintenance.
Completing other duties as assigned.