MANAGER, Administrative Services Position Available In Alachua, Florida

MANAGER, Administrative Services JOB NO:

535699

WORK TYPE:

Staff Full-Time

LOCATION

Main Campus (Gainesville, FL)

CATEGORIES

Office/Administrative/Fiscal Support, Grant or Research Administration

DEPARTMENT

19010800 – EG-FISCAL / PERSONNEL

CLASSIFICATION TITLE

MANAGER, Administrative Services

CLASSIFICATION MINIMUM REQUIREMENTS

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

JOB DESCRIPTION

Fiscal Processing Support:

Review and provide guidance to fiscal processing team on marketplace, purchasing card, and travel activity on special purpose funds such as faculty startup, material and supply funds, equipment use funds and foundation funds. Process cost transfers and requests for new flex codes, combo codes, sources of funds and cash fund projects. Design and implement workflows for efficient processing of department fiscal transactions. Establish goals and targets for fiscal support staff, monitor work queues, and assign tasks and responsibilities as needed to maintain target processing timelines. Continuously evaluate processes, identify areas for improvement, and propose solutions, soliciting feedback from key stakeholders and customers. Supervise the departmental Accounting Specialist with indirect supervision of the fiscal processing team.

Expense Reconciliations:

Daily management of internal expense tracking system. Conduct monthly tier 1 reconciliation of expenses on non-sponsored research funds, initiating and confirming cost transfers and other corrective actions.

Reporting:

Design and update queries and reports to monitor account activity and provide timely fund activity and projections to fund managers. Assist AD in creating, maintaining, and analyzing reports on department expense activity, identifying trends, opportunities and challenges to be communicated to department chair, college administration, and external constituents. Assist AD with college and university level reporting for centers and institutes, annual space reporting, annual F&A review, annual faculty activity reports, and tenure and promotion.

Account Management:

Track gifts to the general foundation fund and ensure funds are used according to donor intent; work with faculty and student officers to manage student organization budgets; assist AD in assignment and disbursement of students scholarships; work with instructors to update materials & supply and equipment use fees, ensuring expenses are consistent with the proposed supply lists and communicating budget activity to instructors; assist AD and Associate Chair for Academic Programs with monitoring teaching assistant, supervised teaching and grader hours against approved instructional support allocations; monitor contingent expenses and promptly move to appropriate fund, maintain faculty IOU accounts and work with Associate Director and faculty to recover funds loaned to faculty.

Research Administration Support:

Assist AD and Research Administrators with fiscal and financial needs of sponsored projects, overhead, and residual accounts. Advise RAs and PIs on compliance issues with Federal, State, and other sponsored projects. Other duties as assigned.

EXPECTED SALARY

$75,000-$85,000; commensurate with qualifications and experience

REQUIRED QUALIFICATIONS

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

PREFERRED

Bachelor’s degree in Business Administration, Accounting, or Finance;
Two years’ experience supervising employees
Extensive knowledge of UF fiscal processes and programs
Knowledge of UF accounting system and sources of funding
Knowledge and experience creating, implementing, and monitoring a budget
Knowledge of contracts & grants administration
Ability to design reports, analyze and interpret data, and make recommendations
Ability to foster and maintain diverse array of interpersonal relationships both within and outside the organization
Ability to solve complex problems with minimal guidance
Ability to interpret policies and implement work processes in compliance with those policies
Ability to foster teamwork and create a supportive and inclusive work environment

SPECIAL INSTRUCTIONS TO APPLICANTS

In order to be considered for this position, you must upload a cover letter and resume with application. We offer flexible work arrangements such as hybrid remote work locations and/or schedules that fall outside of a unit’s usual working hours. Application must be submitted by 11:55 p.m. (ET) of the posting end date.

HEALTH ASSESSMENT REQUIRED

No

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01 May 2025 Eastern Daylight Time