Monitor cash flow of the department and assure that fund balances of various funds are spent in accordance with the budget and any existent restrictions. Balance departmental expenditures by monthly bookkeeping procedures. Incumbent should have comprehensive knowledge of PeopleSoft financials including KK, journals, procurement cards, requisitions, purchase orders, receiving, vouchering, travel authorizations and expense reports is essential.
Maintain record of expenditures and balances by fund/faculty allocation. Process expenses reports for reimbursement of expenditures for faculty, job candidates, visitors and prospective students. Make travel arrangements as needed for department seminars speakers, guest lecturers and other department visitors. Submit travel authorizations for faculty, graduate students and visitors and expense reports for reimbursement upon completion of travel. Process purchase requisitions. Follow through on receipt of goods, requesting vouchers and submission of invoices for payment of purchases within required timelines.
Responsible for completion of necessary processes for hiring faculty, TEAMS staff, graduate students, OPS personnel, and student assistants in compliance with university, college and department policies regarding such appointments. Work with Chair on recruitment of faculty, including posting and advertising openings and arrange campus visits of qualified candidates. Assist new hires with on-boarding. Complete other necessary payroll forms for correct payment of personnel (i.e. One-Time Overloads, Off Cycle Pay Requests, Retroactive Rate Increases, etc.). Adjust appointments (i.e. changes in status, pay rate, account, etc.) as necessary. Process paperwork for terminations and retirement of faculty and staff as required. Incumbent must be knowledgeable of Human Resources, Academic Personnel, Student Employment and PeopleSoft processes.
Supervise department TEAMS, OPS, and student assistant staff with the daily operation of department office. Provide assistance and supervision as they learn student records processes, UF Foundation procedures, PeopleSoft and other processes required to perform their job effectively, providing clarification on university, college and department policies and procedures as needed; review progress and prepare annual evaluation.
Follow university guidelines to administer payroll in PeopleSoft. Review punch and elapsed time for TEAMS, OPS and student assistant personnel. Review departmental payroll ledgers by-weekly for accuracy.
Assist department faculty with various review processes including promotion, tenure, 3-year review, and peer teaching reviews. Work with Chair and faculty to process for submission. Assist faculty with assembling annual reports and teaching portfolios. Assists Chair with processing confidential annual faculty evaluations.
Complete on-line accountability reports such as Faculty Assignment Reports, Effort Report and Academic Activities Reporting and annual Space Allocation Report.
Work with Chairman and Program Directors to plan academic course offerings and instructors in order to satisfy demand in all college degree programs. Plan periods, times, rooms and instructors. Inputs schedule into the WCB on-line scheduling system. Coordinates with other program staff within the college each term to resolve scheduling conflicts to finalize the schedule. Inputs schedule information into the Registrars on-line schedule system.
Assist Chairman with Annual Department Review.
Oversee other academic functions such as grade submission, syllabi posting, class moderator lists and course evaluations.
Experience with UF academic systems and processes
Excellent and professional communication, organizational, and computer skills (including the MS Office Suite)
Ability to work independently and prioritize work assignments
Knowledge of UF Handbook on Business Procedures
Knowledge of UF Foundation procedures and processes
Knowledge of Human Resources, Academic Personnel and OPS personnel processes
Ability to maintain a high level of confidentiality and exercise good judgment at all times
Ability to establish and maintain effective working relationships with others