Assistant Director of Business Operations

Department & Compensation

Florida Institute of Education (FIE), Business & Program Management. Compensation: $75,000.00 to Negotiable.

The Assistant Director of Business Operations provides advanced operational, analytical, and systems-level support for departmental business operations, including accounting and finance, grant administration, human resources coordination, procurement oversight, and business systems administration. Reporting to the Associate Director of Business & Program Management, the position exercises independent judgment and discretion in analyzing operational practices, interpreting policies, and supporting implementation and continuous improvement of departmental systems and workflows.

The Assistant Director serves as the primary operational resource for routine business and program management matters, escalating complex, high‑risk, or policy‑related issues to the Associate Director. When formally delegated, the Assistant Director may represent the Associate Director in operational matters.

Departmental Business Operations

• Support the planning, implementation, and evaluation of departmental business processes related to finance, human resources coordination, and procurement.
• Serve as the primary operational point of contact for routine business management matters, exercising independent judgment to resolve issues, identify challenges and compliance risks, and determine appropriate next steps.
• Collaborate with program leadership and staff to review financial information, document action items, and support timely follow‑through, while applying State, Federal, University, and funding‑agency requirements.

Accounting, Finance, and Grant Management

• Provide accounting, finance, and grant management support by contributing to the development, monitoring, and analysis of departmental budgets across multiple funding sources (E&G, Auxiliary, Grants and Contracts, Foundation).
• Monitor financial activity throughout the fiscal year to support accuracy, allowability, and alignment with budgets.
• Track grant and contract expenditures, assemble supporting documentation, and prepare required fiscal and programmatic reports.
• Serve as a routine fiscal liaison with internal and external partners under the supervision of the Associate Director.

Human Resources Coordination

• Monitor departmental HR processes associated with recruitment, hiring, and onboarding to ensure activities progress according to procedures and timelines.
• Review and track position postings, application workflows, and required documentation prepared by support staff to promote consistency, accuracy, and compliance.
• Serve as a departmental resource for routine HR‑related questions and procedures.

Purchasing and Procurement Coordination

• Coordinate FIE’s data entry into the Workday system and monitor procurement transactions (e.g., Pcards, purchase orders, service contracts).
• Ensure timely and efficient processing of procurement activities in compliance with University policies, documentation standards, and approval requirements.

Quick Books Enterprise Administration

• Coordinate Quick Books Enterprise data entry activities and monitor financial data for accuracy and consistency.
• Provide feedback to FIE data entry staff and leadership; develop and maintain user procedure manuals.
• Support staff training related to Quick Books Enterprise processes and procedures.

Marginal Functions

• Support collaborative partners and cross‑functional initiatives.
• Assist with events that support FIE programs, including preparing materials, organizing logistics, and providing onsite support as needed.
• Perform additional duties as requested to support FIE's mission and initiatives.

Supervision Exercised

• May provide functional supervision, training, and workflow coordination for student assistants or support staff as assigned.

Supervision Received

• Works under the general supervision of the Associate Director of Business & Program Management.
• Exercises independent judgment in routine operational matters; supervision is provided for complex, sensitive, high‑risk or policy‑related issues.

Master's and…