Manager, Administrative Services - Tenders Global

Manager, Administrative Services

University of Florida

Classification Title:

MGR, Administrative Services

Job Description:

Fiscal Administration and Processing:

Direct the department’s fiscal and finance operations, including budgeting, accounting, purchasing, travel, accounts payable, and accounts receivable. Supervise department fiscal support staff, scheduling work assignments, establishing priorities, and assigning tasks and work portfolios.

Manage the department’s fiscal and accounting activities for all funding sources (state, contracts & grants, foundation, etc.) and supervise the day-to-day operations of processing of purchase card transactions, requisitions, travel authorizations, expense reimbursements, E2E & E2R transactions, etc. Serve as primary approver for marketplace, purchase card, and travel requests. Backup second-level approver to the Associate Director.

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.

Reporting and Compliance:

Develop, implement, and monitor accounting systems and policies for compliance with agency rules, regulations, and guidelines. Ensure appropriate separation of duties between processing and approving roles across the department.

Design queries and reports to monitor account expenditures and evaluate for compliance. Manage and oversee monthly expense reconciliation process for both fiscal and grants team. Determine and implement corrective actions for discrepancies identified during reconciliation. Resolves or escalates problems as necessary.

Maintain an offline database for reporting and tracking of segregated funds and commitments, including start-up funds, equipment, graduate student salaries and tuition, faculty salary savings, and scholarship programs. Prepare monthly reports for available balances. Monitor spending and request extension of start-up funding as needed.

Budgeting & Financial Administration:

Prepare financial statements and reports to assess the department’s financial status and ensure commitments are met.

Manage the department’s foundation accounts for appropriateness of charges, deposits, fund transfers, and available balances.

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.

Prepare and process budget transfers. Identify the need for and submit requests for new earning account codes, flex fields, Dept IDs, etc. to the College for processing.

Provide funding verification for new hires, purchases, etc. Monitor availability of funds for soft-funded positions.

Sponsored Projects:

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.

General Office Support:
Receive visitors in the office and direct to appropriate destination.
Receive deliveries and maintain tracking log.
Assist AD with annual space and equipment certification process.
Other duties as assigned.

Expected Salary:

$65,000 – $75,000; commensurate with qualifications and experience

Minimum Requirements:

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

Preferred Qualifications:
  • 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, applicant 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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