Job Information
University of Florida Assistant Director, Administrative Services - Research in Gainesville, Florida
Assistant Director, Administrative Services - Research
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=533870&lJobSourceTypeID=796&sLanguage=en-us) Job no: 533870
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Grant or Research Administration, Health Care Administration/Support, Medicine/Physicians
Department: 29090100 - MD-PEDS-ADMINISTRATION
Classification Title:
Assistant Director, Administrative Services - Research
Job Description:
Administrative Management
Oversee daily administrative operations of the assigned divisions for academic teaching and research missions.
Responsible for directing the divisions' administrative and fiscal operations, including oversight of accounting, purchasing, personnel, and fiscal operations. Serves on the management team with the Director. Develop and implement policies and procedures to enhance efficiency and compliance. Manage the division’s schedules, meetings, and events. Ensure timely and accurate communication within the department and with external stakeholders.
Budgets
Develop and manage the divisional budgets, including forecasting and financial planning, OneStream entry, executive summaries, and variance report analysis. Manage divisions' fiscal year budgets: oversee the entire process from initial creation in the department workbook to OneStream system entry, ensuring the accuracy of financial projections, analysis, and adherence to financial protocols. Track fiscal spending for assigned divisions
Monthly COM variance reporting, explain and mitigate variances.
Financial Management
Serve as finance approver for requisitions, travel, P-card, personnel forms, and reimbursements on divisional funds Fiscal management of 101, 149, 171 (Presidential Award, HSCFCPA, UFF). BOG center reporting (CHRI and PGTC). BA-FA Auxiliary management/accounting Monitor and report on financial performance, ensuring adherence to budgetary constraints. Understand faculty assignments and how salaries are budgeted and funded. Ensure compliance with university financial policies and procedures. PDA tracking Organize and lead monthly divisional financial overview meetings to review budget status.
Human Resources
Manage recruitment, hiring, onboarding, and administrative staff training in assigned divisions. Direct recruitment activities including position and organizational analysis, creation of faculty proformas (when commitments are involved), and COM hiring request packets; oversee interview and onboarding processes.
Oversee faculty appointments, promotions, and tenure processes. Coordinate payroll distributions, PDRRS and effort reporting. Handle employee relations, performance evaluations, and professional development initiatives.
Ensure compliance with university HR policies and labor laws. Supervise research administrative assistants
10% Strategic Planning Works hand in hand with the division Chiefs and assists in developing and implementing the division’s strategic plans. Identify opportunities for growth and improvement in academic, research, and clinical programs. Coordinate with faculty and university leadership to align division goals with departmental objectives. Develop and implement communication strategies to promote divisional activities and achievements.
Assist with maintaining the division’s website and social media presence. Support the Chair’s office, ensuring cohesive and coordinated administrative efforts across the department.
Research Administration
Collaborate with the assigned Research Administrator to support faculty in submitting research grants. Then, oversee the administration of research projects, ensuring compliance with regulatory requirements. Facilitate collaborations and partnerships to advance research initiatives. 5% Facilities and Equipment Management Oversee the maintenance and utilization of divisional facilities and equipment. Responsible for setting up and management of lab for all new research faculty and close out for departing faculty for the whole Department of Pediatrics. Coordinate with university facilities management to address infrastructure needs.
Ensure a safe and compliant work environment for all department members. Divisional space reporting
IT access approvals/subscription renewals Faculty departure management: EH&S, surplus of furniture, etc.
Expected Salary:
$90,000 - $95,000 annually
Minimum Requirements:
Master's degree in an appropriate area and two years of relevant experience; or a bachelors degree in an appropriate area and four years of relevant experience.
Preferred Qualifications:
KSA:
Strong financial management skills, including budgeting and grant administration.
Excellent organizational, communication, and interpersonal skills.
Proven ability to manage multiple priorities and projects effectively.
Knowledge of academic and research administration processes.
Familiarity with university policies and procedures.
Ability to make mature, well-thought-through, and independent decisions concerning managing their
divisions in partnership with the Division Chief through critical thinking and problem-solving processes.
Ability to deliver high-quality and accurate work products in a timely fashion.
The ability to prioritize and meet deadlines is crucial.
Competencies:
Reporting tools and other systems: Enterprise Analytics, PeopleSoft Oracle System Queries, OneStream,
Microsoft Office, and strong Excel skills are required.
Leadership: Demonstrated ability to lead and motivate a team.
Problem-solving: Strong analytical skills and the ability to develop creative solutions.
Communication: Excellent verbal and written communication skills.
Collaboration: Ability to work effectively with diverse stakeholders.
Adaptability: Flexibility to manage changing priorities and demands.
Attention to Detail: Strong focus on accuracy and quality in all tasks.
Special Instructions to Applicants:
Applications should include a cover letter, curriculum vitae, and names and contact information for three professional references, or three letters of reference.
The University of Florida is an equal opportunity institution dedicated to building a broadly diverse and inclusive faculty and staff; under represented minority groups are strongly encouraged to apply. If an accommodation due to a disability is needed to apply for this position, please call 352/392-2477 or the Florida Relay System at 800/955-8771 (TDD). Hiring is contingent upon eligibility to work in the US. Searches are conducted in accordance with Florida's Sunshine Law
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:No
Advertised: 12 Nov 2024 Eastern Standard Time
Applications close: 20 Nov 2024 Eastern Standard Time