Classification Title:

MGR, Administrative Services

Job Description:

This position provides critical leadership for the fiscal and human resources (HR) operations of the M.E. Rinker School of Building Construction located in the College of Design, Construction and Planning (DCP). This position reports directly to the School Director. The incumbent is responsible for directing and managing the accounting, budgeting, compliance, disbursements, human resources, procurement and all administrative operations and activities of the department. The Department Administrator has significant input in the formulation of department policies and works alongside the School Director to develop and meet the strategic goals of the department. The primary responsibilities of this position include budgetary development and oversight, administration of all personnel policies, compliance, internal controls, cost analysis (effort and space allocation reporting), and oversight and implementation of administrative functions as it relates to the Department and DCP policies and procedures. In addition, they directly manage and oversee several full-time staff members with all aspects of their positions.

Finance Management
Responsible for ensuring the department complies with college, university, state and federal rules, and regulations. Develops, manages, and analyzes the department's operating, auxiliary, and other fund budgets and monitors cash flow and expenditures. Regularly monitor, provides financial reports, and interprets financial information with the School Director while recommending further courses of action.
Responsible for oversight and/or approval of fiscal operations including but not limited to budget, procurement, personnel/payroll actions, accounts payable, PCard, travel, asset management, petty cash/gift card (HSP) funds, and account reconciliation, to ensure compliance with established and required policies, budgets, and restrictions. Provides budget oversight for the department including monitoring operating budgets to ensure effective utilization of financial resources for all funding sources including state appropriations, contracts and grants, returned overhead, foundation and other types of funding.
Responsible for the internal controls to ensure effective and efficient financial management. Carries out all necessary actions to ensure financial and legal obligations are met.

Human Resources Management
Responsible for oversight and management of Human Resource (HR) operations for the department and is responsible for coordinating all functions relating to faculty, staff, OPS, and student salary plans, courtesy faculty, and volunteers. Responsible for ensuring the department(s)/unit(s) comply with college, university, state and federal rules, and regulations.
Responsible for drafting/reviewing job announcements and postings for department positions: Faculty, TEAMS, OPS, and student assistants and ensure completion of guidelines for equal opportunity recruitment. Ensures the submission of appropriate documents, internal and external advertisements, position descriptions, monitoring selection criteria and advises hiring authorities with regard to compliance and regulations. Provides information and assistance to faculty search committee and hiring authority for faculty and staff recruitments. Assists with coordinating and participating in faculty candidate visits as needed.
Responsible for preparation of all letters of offer related to faculty, staff, post-doctoral associates, graduate student letters of offer and renewal letters.
Assists in development and updates of TEAMS position descriptions; requests for reclassifications and/or new positions.
Administrator for processing department job/position actions within PeopleSoft regarding updates in employment status such as title change, salary increase/decrease, administrative supplements, lump sum payments, FTE adjustments, pay rate changes, terminations, leave cash-outs, etc.
Responsible for ensuring the letters of appointment and renewal letters for all Graduate Assistants. Ensures all Letters of Appointment are submitted accurately in PeopleSoft. Reconciles all GA tuition waivers to ensure accuracy.
Along with the School Director, develops and maintains operational policies and procedures related to personnel actions, including but not limited to faculty, staff, and OPS recruitment, hiring, termination, retention, payroll, and leave. Provides guidance to the Chair regarding recommended salaries for new hires and development of personnel procedures to meet the long-term strategic initiatives and goals of the department.

Dept Administration
Assists the School Director in developing programs for fund raising strategies, advertising, alumni receptions arrangements, lectures and exhibition sponsorships, student sponsorships, letters to donors and sponsors and other related tasks.
Supervises several full time staff members in addition to any student assistant/OPS/temp hires. Helps and supports staff as necessary and serves as a backup in the event of their absence. Completes performance appraisals and reviews as needed.
Oversight of space allocation, effort reporting, asset management and student material & supply/equipment use fees.
Attends or assigns unit staff to attend college meetings on fiscal, grant and HR related matters.
Authorizes the assigning of keys appropriately for department. Responsible for ordering keys and re-keying as necessary. Assists faculty and staff in acquiring keys and access to space as needed. Serves as Departmental approver for all building access requests as it pertains to employees; collaborates with Dean's Office on building access.
Submits Gator1 ID Card requests for new employees.
Collaborates with UF Facilities on renovations, repairs, and maintenance on space/research labs.

Other duties as assigned by School Director

Expected Salary:

$75,000 - $85,000

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:

Notary State of Florida (paid by school)
Experience supervising staff
Budget, fiscal and human resources experience a must
Knowledge of UF fiscal, HR and research award policies and procedures

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

Advertised: 06 Jun 2024 Eastern Daylight Time
Applications close: 21 Jun 2024 Eastern Daylight Time