Manager, Administrative Services

University of Florida•Gainesville, FL

2d•Onsite

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 and compliance management, human resources management, and general departmental administration. The role involves ensuring adherence to college, university, state, and federal regulations, managing budgets, overseeing fiscal operations, and coordinating HR functions for faculty and staff. The position also involves supervising administrative support staff and collaborating with various university departments on matters such as IT access, building access, and facilities management. This is a time-limited position.

Requirements

Bachelor’s degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience.
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 the department/unit complies with college, university, state, and federal rules and regulations.
Managing and analyzing the department’s operating, auxiliary, and other fund budgets, and monitoring cash flow and expenditures.
Providing financial reports and interpreting financial information to the Department Chair, recommending courses of action.
Overseeing and/or approving fiscal operations including budget, procurement, personnel/payroll actions, accounts payable, PCard, travel, asset management, petty cash/gift card funds, and account reconciliation.
Providing budget oversight for the department, monitoring operating budgets for effective utilization of financial resources from all funding sources.
Overseeing space allocation, effort reporting, asset management, and student material & supply/equipment use fees.
Collaborating with research administrators to ensure areas affected by sponsored program funding overlap are appropriately managed.
Serving as the fund administrator for the department’s UF Foundation accounts, managing endowed and non-endowed funds.
Responsible for annual Foundation endowment report and low utilization report.
Responsible for transfer and Financial Aid disbursement of scholarships, reconciling disbursements for accuracy.
Supporting the Chair with information for annual and long-term strategic planning.
Overseeing data collection and reporting to external entities, requesting financial information from departments.
Ensuring internal controls for effective and efficient financial management.
Carrying out all necessary actions to ensure financial and legal obligations are met.
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 to ensure accurate approval of time and leave.
Overseeing direct billing by UF internal vendors to ensure accuracy and correct chartfield charges.
Overseeing processes related to all leasing, quotes, and contract agreements with external vendors and UF Procurement Services.
Overseeing the renewal of annual contracts and blanket PO’s.
Overseeing and managing Human Resource (HR) operations for the Department, coordinating functions related 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.
Ensuring the submission of appropriate documents, advertisements, position descriptions, monitoring selection criteria, and advising hiring authorities on compliance and regulations.
Providing information and assistance to faculty search committees and hiring authorities for faculty and staff recruitments.
Assisting with coordinating and participating in faculty candidate visits.
Preparing all letters of offer related to faculty, staff, post-doctoral associates, interns, graduate students, and renewal letters.
Preparing annual administrative supplement letters and ensuring submission of quarterly administrative supplement ePAFs.
Developing and updating TEAMS position descriptions; requests for reclassifications and/or new positions.
Administering the 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 for accuracy.
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 as the Human Resources administrator for the department and engaging in special projects.
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.
Providing leadership and direction to department employees as needed.
Coordinating PHHP IT access requests and ensuring HIPAA compliance.
Authorizing the assignment of keys appropriately for the department.
Ordering keys and re-keying as necessary.
Assisting faculty and staff in acquiring keys for PHHP research complex.
Serving as Departmental approver for all building access requests.
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.