Assistant Director for Administration and Fiscal Management

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* Note:

Current FAU employees must apply as an internal applicant by logging into their existing Workday employee account.
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* Position Summary:

** Florida Atlantic University is seeking an Assistant Director for Administration and Fiscal Management - Boca Raton, FL.We are looking for a highly organized and proactive Assistant Director for Administration and Fiscal Management to support the department’s administrative, financial, and research operations. This key leadership position manages office functions, oversees budgeting and fiscal activity across multiple funding sources, and partners closely with faculty and university offices to support department priorities and sponsored research.

Summary of Responsibilities:

Administration:
* Report to the Department Chair and function as the Department Administrative Manager.
* Organize and coordinate office administration procedures; supervise office staff and student workers.
* Assist the Department Chair with tasks related to assignments and activity reports, ensuring accurate data management and timely submissions.
* Manage the hiring process for students, OPS, postdocs, and adjuncts, from job posting to onboarding, including preparing offer letters and requesting background checks.
* Assist faculty with promotion & tenure processes.
* Provide support as needed for research and administrative services, including processing GRA/GTA tuition exemptions and leading GRA orientation each semester.
* Act as timekeeping administrator for all department employees.
* Serve as a backup for the Coordinator for Research and Administrative Services whenever needed.
* Initiate communication with vendors, evaluate their qualifications to supply goods and services, and negotiate terms of purchase orders.
* Respond to reports or data requests from the chair for the dean or external questionnaires.

Fiscal Management:
* Manage budgeting, forecasting, fiscal tracking, and reconciliation of monthly department-ledgers for all accounts (GTAID, Auxiliary, Foundation, Tech Fee, Carry Forward).
* Prepare and approve financial transactions, including department travel, supplier invoices, P-card purchases, expense reports, and budget amendments.
* Process expenditures on auxiliary, grant, foundation accounts, tech fees, overhead, scholarships, lab fees, carry forward, and other accounts.
* Oversee faculty summer appointments, both instructional and grant-funded.
* Provide the Department Chair with a financial report of all department accounts at the beginning of each month.
* Assist with financial management for department events and renovations.

Research & Sponsored Programs Support:
* Assist faculty with the development of grant and contract budgets, ensuring alignment with sponsor guidelines and university policies.
* Support proposal preparation and routing by entering and maintaining grant submissions in Novelution and related university systems.
* Coordinate with faculty, the Division of Research, and college administration to monitor proposals and awards from pre-award submission through post-award setup.
* Track awarded projects to ensure timely account setup, monitor budget activity, and assist with administrative compliance throughout the award lifecycle.
* Establish and monitor cost share commitments and associated accounts, as applicable, in coordination with the Division of Research and college leadership.
** FAU Benefits and Perks
** If Benefits & Perks are important to you, then FAU is the place to be! Working at FAU has its perks! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, FAU offers:
* Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.
* State retirement options including tax-deferred annuities and Roth 403(b) plans.
* State employees  program.
* Sick Leave Pool Program.
* Paid time off (eligible employees) including vacation and sick…