Director, Administrative Services

Florida, United States
Salary Not Specified
Feb 16, 2021
Employment Level
Employment Type
Full Time

Classification Title:

Director, Administrative Services

Job Description:

Financial Responsibilities

Responsible for understanding and implementing the financial policies and procedures of the College of Medicine and the University of Florida for the department. The department administrator is responsible for ensuring the department is in compliance with university accounting rules, which includes federal and state rules and regulations. 
Responsible for the accuracy of the department’s financial reports and financial information; for developing and maintaining internal controls over financial reporting; for understanding and implementing College of Medicine policies and procedures regarding fund sources; for the financial viability of the department; and for contributing to the achievement of College of Medicine and University of Florida financial objectives.
Responsible for safeguarding department assets by protecting and accounting for resources such as cash and fixed assets. Ensures the department has an appropriately trained Department IT Security Administrator.
Assist the department chair with developing a department budget in accordance with the principles and guidelines developed by the College of Medicine’s Financial Services Division. College of Medicine departments are responsible for meeting their annual budget goals and targets, as well as for ensuring that the department’s budget is accurate and reasonable. Provide financial information and analysis to the department chair for strategic decision-making. 
Assist the department chair with negotiating, implementing and monitoring contracts with third parties. 

Department Administrative Responsibilities

Responsible for the managerial and administrative activities for all new hires, job position changes, and terminations. Responsible for the appointment and reappointment of all foreign employees including procedures concerning their visa, immigration and foreign exchange status. Prepares and assists employees with all necessary paperwork/forms to ensure timely visa renewals. 
Establishes departmental affirmative action guidelines for faculty recruitment and institutes compliance with affirmative action and equal opportunity guidelines with all hiring and other employee changes. Implements procedures for faculty evaluations, which includes collection and statistical analysis for the evaluations. Prepares necessary notice of non-renewal letters for the Chairman’s signature and informs Chairman of procedures and deadlines. Works with the COM Financial Services Office to ensure data is appropriate for the Faculty Compensation Plan.
Responsible for overseeing the coordination of all renovations and necessary construction of the facilities in the Department. Supervises all administrative functions of the department (i.e. mail delivery/services, telephone systems, departmental calendar and common areas scheduling, as well as document retention and department archives). 
Provides support to the IT Expert to ensure that existing material on department website is accurate and current. 
Trains, supervises and mentors department administrative staff utilizing their abilities by delegating effectively. Provides staff with growth opportunities, professional training and the tools required to work effectively.
Serves as backup for final approval or delegation of approval for all purchase requisitions, travel authorizations and vouchers and payment requests submitted from the department.
Responsible for the interpretation and application of College of Medicine and University of Florida personnel/payroll policies and procedures and implements department procedures; ensures the department functions in accordance with all University of Florida, State of Florida and federal regulations. 
Ensures that faculty and staff complete annual mandatory training including, but not limited to, billing and research compliance, HIPAA, SPICE (Security Program for Information and Computing Environment), security, lab safety, grants and contracts management and the University of Florida’s Environmental Health & Safety (EHS) regulatory requirements for researchers.
Provides assistance to the Chair in the development and analysis of strategic planning initiatives including development of new programs, staffing levels, market share, and identification of funding opportunities.
Provide assistance to department for fundraising/development activities, i.e. Campus-wide Community Campaign.
Serve as department liaison for College of Medicine and University of Florida committees, serve on various university committees and task forces at the direction of the department Chair or as nominated or asked to serve by the College of Medicine. Also serve as a liaison between the department and other departments, University entities and external organizations.

Academic Administration Responsibilities

Assists faculty with preparation of materials relative to faculty Promotion and Tenure. Includes developing ‘faculty packets’ for Promotion, Tenure and mid-career review. Other faculty evaluations include sustained performance evaluations under the university’s Sustained Performance Evaluation Program (SPEP), and the salary pay plan increase program for senior faculty. 
Responsible for ensuring that the semester faculty activity reports are completed and authorized in a timely fashion using the University of Florida’s on-line faculty effort report system. Directs or prepares reports for non-academic effort, academic effort and indirect cost space allocation.
Responsible for ensuring that annual faculty evaluations are completed, distributed and returned to the department Chair. Verifies that faculty mission assignments are included in annual faculty letters of evaluation.
Supervise and provides support for Academic Assistant I [MOU1] who maintains academic schedules, records and coordinates all educational activities of the Department. The Academic Assistant I [MOU2] is also responsible for written materials for the graduate teaching program student records, and grade records. This position must work closely with and supervise the Academic Assistant I who organizes and collects data from several departmental and university-wide sources, in order to complete records for each graduate research assistant. Supervises the Academic Assistant I in coordinating graduate student evaluation committees, collecting and reporting grades as well as reporting and validating instructor workload data.

Research Administration Responsibilities

This position is responsible for working with principal investigators (PI) in routine fiscal matters as needed. Provides advisement to principal investigators when re-budgeting of funds becomes necessary and, following Chair approval, makes all budget transfers. Oversees and reviews monthly financial reports and budget projections for each principal investigator on their grants. Has regular meetings with the Chairman to discuss unique budget issues that must be addressed by the Chairman with the Faculty. Provides advice to faculty on proper procedures when utilizing their grant funds. Monitors projects and identifies spending and other issues that need to be discussed with the grant PI. Works with faculty toward the end of their grant periods to insure that they complete the spending of the funds on time. Acts as a representative for the Department of Anatomy and Cell Biology principal investigators in interactions with C&G, Division of Sponsored Programs (DSP), Finance and accounting, College of Medicine Dean’s office and granting agencies. Communicates directly with these agencies in reference to fiscal discrepancies.
Responsible for working with Faculty with budget preparation for grant proposals ensuring that each proposal meets agency and University guidelines. Discuss with the Chairman any unusual situations that may arise. Supervises the preparation of grant budgets and submits to the Chairman for review. Serves as liaison with DSP and the COM Research Affairs Office. Responsible for submitting proposals via UFIRST for institutional review and approval and ensures that they are submitted by the deadline.
This position maintains accurate files of the Anatomy and Cell Biology Department projects, as well as, monitors for compliance with grant rules and regulations. 
Responsible for the fiscal management of collaborative project(s) involving internal and external PI’s. Maintains contracts and subcontracts between UF and other institutions. Follow up and monitoring is needed to ensure contracts are completed. This position tracks the contract between agencies so it is completed in a timely manner.

Marginal responsibilities:

Responsible for having a working relationship with the State Fire Marshall to ensure the department office and lab space area and equipment area are within required code specifications, including coordination of proper position of Exit signs and making sure hallway exit areas are free of any obstruction.

Expected Salary:


Minimum Requirements:

Master’s degree in appropriate area of specialization and six years of appropriate experience or a bachelor’s degree in appropriate areas of specialization and eight years of experience.

Preferred Qualifications:

Experience in an Academic Medical setting.

Special Instructions to Applicants:

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

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

Health Assessment Required: No