AST DIR, Finance

Assistant Director of Finance

Budgeting:  With the department Directors, develops and administers the annual operating budget for the Departments of Obstetrics and Gynecology, as well as Otolaryngology, encompassing all divisions and programs in accordance with the formats, deadlines, and guidelines set by the State of Florida, University of Florida and by the College of Medicine.  The annual budget for the Department of Obstetrics and Gynecology is $37.7 million and Otolaryngology is $17.8 million. Both department budgets include State Funds, FCPA, contracts and grants, and foundation funds.  Develop and conduct special studies on the financial status of the department by individual and by division, comparing budget to actuals, analyzing data and preparing reports for response to monthly budget variance reports from the College of Medicine’s Dean’s office, as required.
Administration: Responsible for formulating and recommending policies and procedures to manage effectively the fiscal and accounting operations of the department.  Maintains controls and performs balancing operations on the accounting activities of the department.  Responsible for the supervision and oversight of the personnel assigned to the Fiscal/Grants sections of both departments.  Responsible for developing position descriptions, hiring, training/development, evaluation and disciplinary actions of the staff assigned to the Fiscal/Grant Division.
Reporting: Designs, develops, and conducts special studies, collecting and analyzing fiscal and clinical data in order to prepare and provide reports and financial statements as requested for the Chairs, Directors, Vice Chairs, Division Chiefs, and faculty.  Responsible for the development, design, and compilation of financial productivity data for faculty evaluations in a dashboard format.  Accuracy and integrity of this data is essential for evaluating departmental faculty and can affect salary and incentive payment decisions.  Responsible for developing a system that compiles complex information from various fund sources using multiple accounting systems together to generate detailed quarterly reports, such as Profit and Loss statements, that encompass the financial activities of the department by faculty member, by division, and the respective departments as a whole. 
 Sponsored Project (Grants/Clinical Trials/Contracts/UF Foundation, etc.) Management
– Incumbent is responsible for overseeing and ensuring that sponsored projects are expended in compliance with State of Florida, University of Florida, Federal, and Private Foundation agency requirements and in accordance with grant deadlines.  Under the direction of the Directors, responsible for the overall financial management of all departmental sponsored projects and for the supervision of grant and project fiscal activities including payroll, purchases, payments, and travel-related expenses.  Ensure optimal use of available funding of grants with funding in excess of $3 million.  Provides direction to the grants personnel for the review of all grant budgets for accuracy, making budgetary recommendations to the Directors and Principle Investigators, as appropriate.  Incumbent provides direction to grant/fiscal staff for projecting expenditures for the remainder of the project in order to ensure that the project is neither over spent nor inappropriately under spent. 
– In coordination with fiscal/grant staff, oversee the creation and maintenance of files for all current and closed projects in order to provide financial status reports to PIs.  Work with grant/fiscal staff to develop and maintain grant accounting and data reporting systems, along with reconciling all project accounts to departmental ledgers.  Incumbent is responsible for overseeing the accurate and timely closeouts of all sponsored projects and assisting the Research Administrator II with preparation of final reports for grant agencies.  Work in conjunction with the PORCH in managing clinical trials. The incumbent is responsible for managing approximately $5 million in endowed and non-endowed University of Florida Foundation funds in the departments, ensuring that fund are used in accordance with donor intent. 
Personnel/Payroll: Incumbent is responsible for supervising payroll distributions for all personnel for the departments.  Ensure that all departmental employees are distributed appropriately to contract and grant accounts, and that distributions are appropriate, consistent, according to budgeted missions, with available funding and effort in compliance with Federal, State, UF, UFCOM, and VAMC rules and regulations.  Accuracy and timeliness are essential in order to be consistent with agency funding and effort.  In coordination with the Residency Training Coordinator, the incumbent ensures that housestaff are distributed to appropriate Shands and Veteran’s Administration Medical Center accounts according to actual rotations, actual attendance and to ensure accuracy in the event of a federal audit of the hospital.  Function as backup DSA.
Fiscal/Accounting Operations: Incumbent is responsible for managing all fiscal operations for the departments.  The incumbent is responsible for managing and assisting in the reconciliation of departmental ledgers for restricted and unrestricted fund sources.  Supervises/oversees fiscal staff responsible for maintaining and recording the department’s Property Records and for the accounts payables and receivables activities of staff.  Responsible for the development and management of an internal system in order to monitor accounting activities within the department.  Supervise the ordering/maintenance of office supplies for the department.  Responsible for monitoring departmental spending and recommending policies and processes to manage the fiscal operations effectively.  Ensuring adequate funding to cover departmental expenses.  Responsible for all expense and revenue functions for the departmental FCPA and UF Foundation funds.  Must be knowledgeable of the various policies and procedures for all funding sources within the university (FCPA, UFF, and UF.)  Monitors cash flow of the department, assuring that funds are spent effectively and from the appropriate divisions.  Recommends changes to existing accounting procedures and assists in developing new procedures.
Special Projects: Incumbent is responsible for the development and implementation of special projects as needed.  Develop and implement systems to monitor departmental supplies and expenditures to maximize efficient management of the departments’ fiscal resources.

$80,500.00 – $110,000.00 annually

Master’s degree in an appropriate area and two years of relevant experience; or a bachelor’s degree in an appropriate area and four years of relevant experience.

– Familiarity with university structure, sponsored projects, and finance and accounting activities
– Experience in Excel, Word, and PeopleSoft (required)
– Experience in database applications
– Good communication skills (required)
– Ability to work independently
– Ability to analyze and resolve problems
– Ability to prioritize assignments
– Ability to multi-task (required)
– Ability to work under pressure (required)
– Ability to meet deadlines

In order to be considered, you must upload your cover letter, reference list and resume. 

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

This is a time limited position.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.