ASO DIR, Administrative Svcs

Job Summary

Job No: 538751

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Executive/Director/Management, Office/Administrative/Fiscal Support

Department:  - HA - VP ADMIN

BUDGETING, ANALYSIS, AND REPORTING: Responsible for developing and managing 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 budgets 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 and assists the AVP with 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 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 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.

FINANCIAL RESPONSIBILITIES: 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) including 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 to monitor accounting activities within the department.

Supervises the ordering/maintenance of office supplies for the department. Monitors departmental spending and recommends 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 flow of the EVPHA departments, assuring that funds are spent effectively and from the appropriate divisions.

Recommends changes to existing accounting procedures and assists in developing new procedures. Manages UF Health Affairs initiatives and special projects. Collaborates…