AST DIR, Administrative Svcs

Job Details

Job no: 540294
Work type:
Staff Full-Time

Location:

Main Campus (Gainesville, FL)

Master's degree in an appropriate area and two years of relevant experience; or a bachelor's degree in an appropriate area and four years of relevant experience.

• Oversee daily administrative operations of the assigned divisions for academic teaching and research
• missions.
• Responsible for directing the divisions' administrative and fiscal operations, including oversight of
• accounting, purchasing, personnel, and fiscal operations.
• Serves on the management team with the Director.
• Develop and implement policies and procedures to enhance efficiency and compliance.
• Manage the division’s schedules, meetings, and events.
• Ensure timely and accurate communication within the department and with external stakeholders.

• Develop and manage the divisional budgets, including forecasting and financial planning, One Stream entry,
• executive summaries, and variance report analysis.
• Manage divisions' fiscal year budgets: oversee the entire process from initial creation in the department
• workbook to One Stream system entry, ensuring the accuracy of financial projections, analysis, and
• adherence to financial protocols.
• Track fiscal spending for assigned divisions
• Monthly COM variance reporting, explain and mitigate variances
• Serve as finance approver for requisitions, travel, P-card, personnel forms, and reimbursements on
• divisional funds
• Fiscal management of 171 (HSCFCPA, UFF)
• BOG center reporting (CHRI)
• Responsible for the implementation and oversight of Peds startup funds policy (monitor, track, extend, etc.)
• Monitor and report on financial performance, ensuring adherence to budgetary constraints.
• Understand faculty assignments and how salaries are budgeted and funded.
• Ensure compliance with university financial policies and procedures.
• PDA tracking
• Organize and lead monthly divisional financial overview meetings to review budget status

• Manage recruitment, hiring, onboarding, and administrative staff training in assigned divisions.
• Direct recruitment activities including position and organizational analysis, creation of faculty proformas
• (when commitments are involved), and COM hiring request packets; oversee interview and onboarding
• processes
• Oversee faculty appointments, promotions, and tenure processes.
• Coordinate payroll distributions, PDRRS and effort reporting.
• Handle employee relations, performance evaluations, and professional development initiatives.
• Ensure compliance with university HR policies and labor laws.
• Supervise research administrative assistants

• Works hand in hand with the division Chiefs and assists in developing and implementing the division’s
• strategic plans.
• Identify opportunities for growth and improvement in academic, research, and clinical programs.
• Coordinate with faculty and university leadership to align division goals with departmental objectives.
• Develop and implement communication strategies to promote divisional activities and achievements.
• Assist with maintaining the division’s website and social media presence.
• Support the Chair’s office, ensuring cohesive and coordinated administrative efforts across the department.

• Collaborate with the assigned Research Administrator to support faculty in submitting research grants.
• Then, oversee the administration of research projects, ensuring compliance with regulatory requirements.
• Facilitate collaborations and partnerships to advance research initiatives.
• Facilities and Equipment Management
• Oversee the maintenance and utilization of departmental research facilities and equipment.
• Responsible for setting up and management of lab for all new research faculty and close out for departing
• faculty for the whole Department of Pediatrics.
• Coordinate with university facilities management to address infrastructure needs.
• Ensure a safe and compliant work environment for all research department members.
• Divisional space reporting
• IT access approvals/subscription renewals
• Departmental research faculty departure management: EH&S, surplus of furniture, etc.
• Other duties as…