Mgr, Administrative Services

Classification Title:

Manager, Administrative Services

Job Description:

This position is in the Department of Occupational Therapy in the College of Public Health and Health Professions (PHHP) and provides critical leadership for the fiscal and human resources (HR) operations of the department. This position reports directly to the Department Chair and indirectly to the Executive Director for Administrative Operations of the College.

The incumbent is responsible for directing and managing the accounting, budgeting, compliance, disbursements, human resources, procurement, and administrative operations of the department. The Department Administrator has significant input in the formulation of department policies and works alongside the Chair 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 PHHP policies and procedures.

Financial & Compliance Management

Responsible for ensuring the department/unit complies with college, university, state and federal rules, and regulations. Manages and analyzes the department's operating, auxiliary, and other fund budgets and monitors cash flow and expenditures. Regularly monitors, provides financial reports, and interprets financial information with the Department Chair 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 (RPP) 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 or indirect costs, foundation and other types of funding.

Oversight of space allocation, effort reporting, asset management, and student material & supply/equipment use fees.

A large component of the department's funding is provided through sponsored programs. These funds are primarily managed by the College's Research Core, with assigned Research Administrators for each department portfolio who will take lead in the administration of the funding.

However, sponsored program funding has direct implications for the department's financial position and human resources decisions. It is expected that this position will collaborate with the appropriate research administrators to ensure that areas affected by this overlap (effort, financial planning, procurement, human resource administration, reporting, etc.) are appropriately managed, accurate, and meet the university, department, and federal regulations and guidelines.

Serves as the fund administrator for department's UF Foundation accounts. Responsible for managing the department's endowed and non-endowed Foundation source of funds to ensure appropriateness of charges.

Responsible for annual Foundation endowment report and low utilization report. Responsible for transfer and Financial Aid disbursement of scholarships. Responsible for ensuring scholarship disbursements are reconciled to verify payment to the student and fund use are accurate.

Supports the Chair with information necessary for annual and long-term strategic planning. Responsible for overseeing data collection and reporting to external entities, working through the college, requesting financial information from the departments.

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.

Responsible for mentorship and training of the fiscal team for all fiscal, travel, and purchasing processes and will provide training as needed.

Oversees department payroll and ensures compliance with university processes, policies, and regulations. Collaborates with UF Payroll and Tax Services on payroll issues. Oversees the bi-weekly payroll close to ensure all time and leave are accurately and appropriately approved.

Responsible for oversight of direct billing by all UF internal vendors (HealthNet, UFIT, Facilities, Business Services, Student Health Center, ACS, etc.) to ensure charges are accurate according to invoices provided and charges the appropriate chartfield.