ASO DIR, Administrative Svcs

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Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Executive/Director/Management, Office/Administrative/Fiscal Support
Department:  - HA - VP ADMIN

Classification

Title:

Classification Minimum Requirements Master’s degree in an appropriate area and four years of relevant experience; or a bachelor’s degree in an appropriate area and six years of relevant experience

Job Description:

Responsible for developing and managing much of the Office of Health Affairs budget. The $20M+ core office budget includes multiple funds across 15-20 departments and research/academic units. Assists in preparation of support unit budget for review and approval by the AVP and EVPHA. Establishes tracking mechanisms, creates and implements expenditure guidelines, and monitors execution. Performs financial analyses and uses the analyses for decision making;

investigates variances. Develops and reviews budget to actual reports and makes adjustments as needed. Manages EVPHA commitments. Assists the AVP with various summaries, dashboards and other financial reports.

Serves as the knowledge expert and lead fiscal staff for EVPHA departments. Addresses budget and financial issues or questions with department leaders; works with leaders to determine appropriate resolutions and processes to prevent recurrence. Provides training and guidance; troubleshoots issues to resolution.

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 EVPHA policies and procedures regarding fund sources; for optimizing the financial viability of the departments; and for contributing to the achievement of financial objectives. Coordinates with University core offices to assure compliance with all university regulations and policies.

Responsible for developing and maintaining a system that compiles complex information from various fund sources using multiple accounting systems to generate detailed monthly and quarterly reports, that encompass the financial activities of individual departments and the Office of Health Affairs overall.

Oversees reconciliation and balances of Office of Health Affairs department accounts, including state, cash, research, and foundation funds. Responsible for establishing, upgrading and maintaining proper business controls, guidelines and procedures to effectively manage the fiscal and accounting operations of the multiple departments within the Office of Health Affairs.

Manages EVPHA strategic commitment funds ($3-5M) to include monitoring, tracking and audits of expenditures. Provides reports to UF Health leadership. Ensures expenditures are appropriate and allowable, collaborates directly with Health Science Center colleges/department leadership regarding issues, discrepancies, process adjustments and questions about expenditures.

Manages fiscal commitments for university-wide initiatives within the HSC. Incumbent takes information and creates processes for implementation, develops reports, and maintains ongoing communication with all stakeholders on financial impact.

Approves requisitions, purchase orders, expense reports, and travel authorizations for departments in Health Affairs ensuring proper fund use. Oversees the p-card processing and reconciliation transactions for departments in Health Affairs, ensuring compliance with university policy and regulation. Works with various UF units to reconcile discrepancies found during the reconciliation process. Takes corrective action where necessary.

Responsible for the development and management of an internal system in order to monitor accounting activities within the department. Supervise the ordering/maintenance of office supplies for the department. Responsible for monitoring departmental spending and recommending policies and processes to manage the fiscal operations effectively. Must be knowledgeable of the various policies and procedures for all funding sources within the university (FCPA, UFF, and UF.)

Monitors cash…