MGR, Administrative Services - School of PA Studies

School of PA Studies•Gainesville, FL

16h

About The Position

The Manager of Administrative Services serves as the Operations Manager in support of the School of PA Studies (SPAS). The position is responsible for managing the core administrative functions related to education, school and office operations, fiscal oversight, grants, and HR to support SPAS. In particular, the incumbent is responsible for ensuring the execution of the day-to-day administrative operations and supervision of staff. In addition, they will identify and implement new and innovative methods to ensure the administrative area is operating at maximum efficiency. About This Role: SPAS Operations Management Manage day-to-day administrative operations to meet institutional timelines, goals, and deliverables. Set operational goals aligned with SPAS needs and the Educational Affairs strategic plan. Develop and update SPAS’s master calendar and planning systems for academic and operational functions to support timely execution of key processes. Evaluate and improve office operations, including staffing needs, workflow efficiency, equipment and resource use, and implement updated procedures to strengthen operations as needed. Oversee personnel and payroll processes; partner with HR on hiring and onboarding; maintain personnel records; advise faculty and staff in streamlining operations; and provide secondary backup for key academic processes such as registration, grading, and course management. Apply problem-solving techniques to evaluate, prioritize, and resolve challenges for the team. Staff Management Plan and coordinate department activities by scheduling work assignments, setting priorities, and directing and supervising the work of staff. Ensure staff deliver effective support based on their roles within the school. Provide regular actionable feedback based on performance with input from faculty and other school leadership. Provide training to staff on core administrative processes, systems, and support tasks. Serve as a liaison between leadership and staff by addressing questions, interpreting and applying policies and procedures, and resolving work-related concerns and issues. Resolve escalated issues referred by subordinate staff and supervisors to ensure continuity of administrative services. Data Management and Processing Oversee collecting and organizing data from various sources to ensure accuracy and integrity for analysis. Support data integration efforts and generate basic reports on data trends. Clean and standardize datasets by removing duplicates, correcting structural errors and normalizing formats. Fiscal Support Review proposed fiscal transactions for appropriateness, budget alignment, and sign-off on routine expenditures. Review financial accounts for accuracy and conduct monthly reconciliations. Ensure contracts remain current, oversee scholarship accounts, and monitor staff preparation and documentation for invoice payments. Assist leadership with annual budget preparation and contribute to basic financial analysis (e.g., forecasting and variance review) for assigned areas. About the College of Medicine: The University of Florida’s College of Medicine advances health through education, research, and patient care, with a strong focus on innovation and excellence. It prepares future healthcare leaders through a rigorous curriculum that blends foundational sciences with hands-on clinical experience, while promoting interdisciplinary collaboration and community engagement. With cutting-edge research and state-of-the-art facilities, the college plays a vital role in improving healthcare outcomes and shaping the future of medicine. For more information about the College of Medicine and its programs, visit College of Medicine . We Offer Exceptional 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 : (includes over 10 paid holidays, as well as 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

Requirements

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

Nice To Haves

Master’s degree in an appropriate area
Demonstrated proficiency in presenting complex information clearly and effectively to diverse audiences, including faculty, staff, and external stakeholders.
Proven experience effectively supervising and developing staff to achieve organizational goals
Strong fiscal management skills, including building budgets, monitoring expenditures, and ensuring responsible allocation of resources

Responsibilities

Manage day-to-day administrative operations to meet institutional timelines, goals, and deliverables.
Set operational goals aligned with SPAS needs and the Educational Affairs strategic plan.
Develop and update SPAS’s master calendar and planning systems for academic and operational functions to support timely execution of key processes.
Evaluate and improve office operations, including staffing needs, workflow efficiency, equipment and resource use, and implement updated procedures to strengthen operations as needed.
Oversee personnel and payroll processes; partner with HR on hiring and onboarding; maintain personnel records; advise faculty and staff in streamlining operations; and provide secondary backup for key academic processes such as registration, grading, and course management.
Apply problem-solving techniques to evaluate, prioritize, and resolve challenges for the team.
Plan and coordinate department activities by scheduling work assignments, setting priorities, and directing and supervising the work of staff.
Ensure staff deliver effective support based on their roles within the school.
Provide regular actionable feedback based on performance with input from faculty and other school leadership.
Provide training to staff on core administrative processes, systems, and support tasks.
Serve as a liaison between leadership and staff by addressing questions, interpreting and applying policies and procedures, and resolving work-related concerns and issues.
Resolve escalated issues referred by subordinate staff and supervisors to ensure continuity of administrative services.
Oversee collecting and organizing data from various sources to ensure accuracy and integrity for analysis.
Support data integration efforts and generate basic reports on data trends.
Clean and standardize datasets by removing duplicates, correcting structural errors and normalizing formats.
Review proposed fiscal transactions for appropriateness, budget alignment, and sign-off on routine expenditures.
Review financial accounts for accuracy and conduct monthly reconciliations.
Ensure contracts remain current, oversee scholarship accounts, and monitor staff preparation and documentation for invoice payments.
Assist leadership with annual budget preparation and contribute to basic financial analysis (e.g., forecasting and variance review) for assigned areas.

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 : (includes over 10 paid holidays, as well as 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

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