Accountant II

Apply now Job no: 540450
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance, Office/Administrative/Fiscal Support
Department:  - MD-PHARMACOLOGY - THERAPEUTICS

Job Description:

Manages departmental fiscal and accounting operations while serving as the primary point of contact for procurement and financial transactions. Exercises independent judgment to ensure compliance with university, sponsor, and departmental policies and procedures. Maintains and reconciles departmental financial activity, while managing a variety of funding sources such as sponsored projects, foundation, auxiliary, and state funds. Investigates and resolves billing discrepancies, accounting errors, and transaction issues by preparing and processing Journal Entries (JEs), Cost Transfer Forms, and collaborating with appropriate university departments to ensure accurate financial reporting.

Provides procurement and fiscal oversight through myUFMarketplace, serving as a backup Level 1 invoice approver to independently verify that expenditures are allocable, allowable, appropriately documented, and supported by available funding. Functions as a backup initiator for purchase orders, ensuring recurring and service purchase orders are established at the beginning of each fiscal year, monitoring open encumbrances, submitting change requests, and finalizing purchase orders upon receipt of goods or services.

Reconciles procurement card (PCard) transactions, ensuring compliance with spending policies, funding restrictions, and documentation requirements. Serves as a Level 1 reconciler for departmental transactions within the Department Financial Transaction Review (DFTR) dashboard and performs monthly and annual financial reviews to identify budget check errors, reconcile purchase orders, and close encumbrances.

Coordinates vendor creation by collaborating with faculty and prospective vendors to develop Memorandums of Understanding (MOUs), ensuring funding allowability and obtaining required approvals. Prepares financial reports and compiles expenditure data to support fiscal analysis, sponsored project management, and departmental decision-making.

Provides fiscal support for grants and contracts administration, including cost allowability reviews, sponsored project transaction monitoring, and financial reporting. Collaborates with departmental leadership in budget planning, implementation, and monitoring of annual fiscal activities.

Administers specialized financial processes including fellow insurance payments, semester fund transfers, and review of College of Medicine (COM) and UF Health IT billing invoices to verify charges and allocate expenses appropriately.

Coordinates and administers travel and reimbursement processes for faculty, staff, trainees, visitors, and guest speakers in accordance with university policies and procedures.

Serves as a departmental delegate in UF GO and myUFL, preparing and processing Travel Authorizations and Travel Expense Reports while independently reconciling travel expenses and ensuring proper documentation and compliance with applicable travel and spending guidelines.

Supports departmental events and visitor activities by coordinating travel logistics, accommodations, reimbursements, and other event-related administrative functions.

Performs confidential, non-routine administrative functions to support seamless departmental operations and effective office management.

Serves as a primary departmental contact, greeting and routing visitors to Chairs, Directors, and administrative personnel as appropriate. Maintains departmental conference room schedules and coordinates office operations through supply procurement, inventory support, and submission of facility and IT work orders.

Acts as liaison to Facilities and UF Health IT by coordinating service requests, office/laboratory key access, and troubleshooting departmental operational issues. Maintains continuity of departmental logistics through backup support for mail and package distribution, retrieval of PO Box materials, and appropriate recordkeeping.

Prepares reports, compiles operational and financial data, and develops recommendations to improve departmental processes, internal controls, and administrative efficiency.

Any other duties, as needed, to fulfill the mission of the Department

$54,000-$65,000

Daily from 8:00am to 5:00pm, for a total of 40 hours per week.

Required Qualifications:

Bachelor’s degree in an appropriate area and two years of relevant experience.

Preferred:

• Working knowledge of University of Florida operating systems (UFmarketplace, myUFL/People Soft, UFGO, Enterprise Analytics, DFTR, UFIRST).
• Previous experience serving as an administrator in an academic research environment.
• Ability to communicate effectively, both verbally and in writing.
• Ability to plan, organize, and establish priorities to meet deadlines and…