| Job Description: |
This position is in the Department of Occupational Therapy in the College of Public Health and Health Professions (PHHP) and provides critical leadership for the fiscal and human resources (HR) operations of the department. This position reports directly to the Department Chair and indirectly to the Executive Director for Administrative Operations of the College. The incumbent is responsible for directing and managing the accounting, budgeting, compliance, disbursements, human resources, procurement, and administrative operations of the department. The Department Administrator has significant input in the formulation of department policies and works alongside the Chair to develop and meet the strategic goals of the department. The primary responsibilities of this position include budgetary development and oversight, administration of all personnel policies, compliance, internal controls, cost analysis (effort and space allocation reporting), and oversight and implementation of administrative functions as it relates to the Department and PHHP policies and procedures.
Financial & Compliance Management
Responsible for ensuring the department/unit complies with college, university, state and federal rules, and regulations. Manages and analyzes the department’s operating, auxiliary, and other fund budgets and monitors cash flow and expenditures. Regularly monitors, provides financial reports, and interprets financial information with the Department Chair while recommending further courses of action.
Responsible for oversight and/or approval of fiscal operations including but not limited to budget, procurement, personnel/payroll actions, accounts payable, PCard, travel, asset management, petty cash/gift card (RPP) funds, and account reconciliation, to ensure compliance with established and required policies, budgets, and restrictions. Provides budget oversight for the department including monitoring operating budgets to ensure effective utilization of financial resources for all funding sources including state appropriations, contracts and grants, returned overhead or indirect costs, foundation and other types of funding.
Oversight of space allocation, effort reporting, asset management, and student material & supply/equipment use fees.
A large component of the department’s funding is provided through sponsored programs. These funds are primarily managed by the College’s Research Core, with assigned Research Administrators for each department portfolio who will take lead in the administration of the funding. However, sponsored program funding has direct implications for the department’s financial position and human resources decisions. It is expected that this position will collaborate with the appropriate research administrators to ensure that areas affected by this overlap (effort, financial planning, procurement, human resource administration, reporting, etc.) are appropriately managed, accurate, and meet the university, department, and federal regulations and guidelines.
Serves as the fund administrator for department’s UF Foundation accounts. Responsible for managing the department’s endowed and non-endowed Foundation source of funds to ensure appropriateness of charges. Responsible for annual Foundation endowment report and low utilization report. Responsible for transfer and Financial Aid disbursement of scholarships. Responsible for ensuring scholarship disbursements are reconciled to verify payment to the student and fund use are accurate.
Supports the Chair with information necessary for annual and long-term strategic planning. Responsible for overseeing data collection and reporting to external entities, working through the college, requesting financial information from the departments.
Responsible for the internal controls to ensure effective and efficient financial management. Carries out all necessary actions to ensure financial and legal obligations are met.
Responsible for mentorship and training of the fiscal team for all fiscal, travel, and purchasing processes and will provide training as needed.
Oversees department payroll and ensures compliance with university processes, policies, and regulations. Collaborates with UF Payroll and Tax Services on payroll issues. Oversees the bi-weekly payroll close to ensure all time and leave are accurately and appropriately approved.
Responsible for oversight of direct billing by all UF internal vendors (HealthNet, UFIT, Facilities, Business Services, Student Health Center, ACS, etc.) to ensure charges are accurate according to invoices provided and charges the appropriate chartfield.
Oversees processes related to all leasing, quotes, and contract agreements both by external vendors and UF Procurement Services. Oversees the renewal of annual contracts and blanket PO’s for such items as copier/printer maintenance contracts, storage contracts, etc.
Human Resources Management
Responsible for oversight and management of Human Resource (HR) operations for the Department and is responsible for coordinating all functions relating to faculty, staff, OPS, and student salary plans, courtesy faculty, and volunteers. Responsible for ensuring the department(s)/unit(s) comply with college, university, state and federal rules, and regulations.
Responsible for drafting/reviewing job announcements and postings for department positions: Faculty, TEAMS, OPS, and student assistants and ensure completion of guidelines for equal opportunity recruitment. Ensures the submission of appropriate documents, internal and external advertisements, position descriptions, monitoring selection criteria and advises hiring authorities with regard to compliance and regulations. Provides information and assistance to faculty search committee and hiring authority for faculty and staff recruitments. Assists with coordinating and participating in faculty candidate visits as needed.
Responsible for preparation of all letters of offer related to faculty, staff, post-doctoral associates, interns, graduate student letters of offer and renewal letters.
Prepares annual administrative supplement letters and ensures the submission of quarterly administrative supplement ePAFs, Develops and updates TEAMS position descriptions; requests for reclassifications and/or new positions.
Administrator for processing department job/position actions within PeopleSoft regarding updates in employment status such as title change, salary increase/decrease, administrative supplements, lump sum payments, FTE adjustments, pay rate changes, terminations, leave cash-outs, etc.
Responsible for ensuring the letters of appointment and renewal letters for all Graduate Assistants. Ensures all Letters of Appointment are submitted accurately in PeopleSoft. Reconciles all GA tuition waivers to ensure accuracy.
Along with the Chair, develops and maintains operational policies and procedures related to personnel actions, including but not limited to faculty, staff, and OPS recruitment, hiring, termination, retention, payroll, and leave. Provides guidance to the Chair regarding recommended salaries for new hires and development of personnel procedures to meet the long-term strategic initiatives and goals of the department. Serves as the Human Resources administrator for the department and engages in special projects assigned by the Chair.
Coordinates the Department’s faculty evaluative processes, including annual faculty evaluations, mid-career review, tenure and/or promotion, and sustained performance. Works with the faculty to compile information and assists with presentation of the final T&P package. Stays up-to-date and keeps thorough records of most recent requirements.
Facilitates all employee relations issues within the department, including disciplinary issues, non-renewals and layoffs.
Departmental Security Administrator. Oversees assigning and maintaining position appropriate security roles for all Faculty and Staff in PeopleSoft.
Departmental Administration
Serves on Department Leadership Council.
Collaborates to develop clinical financial procedures for the UF SmartDriver Rehab. Reconciles monthly accounts receivables for the lab in FHPA, Inc.
Provides direct supervision, leadership, and oversight to Administrative Support AST II, OPS, and Student Assistants. Provides leadership and direction to department employees as needed and appropriate.
Coordinates PHHP IT access requests from faculty and ensures access requests are HIPAA compliant.
Authorizes the assignment of keys appropriately for department. Responsible for ordering keys and re-keying as necessary. Assists faculty and staff in acquiring keys for PHHP research complex. Serves as Departmental approver for all building access requests as it pertains to employees; collaborates with Dean’s Office on building access.
Submits Gator One ID Card requests for new employees.
Collaborates with UF Facilities Construction, Planning, and Design on renovations, repairs, and maintenance on space/research labs and sound booths.
Other duties as assigned.
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