Fiscal Assistant II

Apply now Job no: 524755
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department:13010100 - COTA-DEAN'S OFFICE-GEN ADMIN

Classification Title:

Fiscal Assistant II

Job Description:

The College of the Arts Dean’s office seeks a Fiscal Assistant II to process financial transactions for most of the units within the College, responsible for complex calculations, collection, and verification of financial data and processing of account transactions, functioning with independent responsibility for some accounting tasks.  The college’s fiscal team will support this position in the shared goals of exceptional fiscal stewardship, compliance with all relevant policies and procedures, and outstanding communication and relationship building within and beyond the College of the Arts. This position will assist the team with college-wide monthly fiscal reconciliations; initiating, completing, and tracking moderate to complex unencumbered purchases, UF Market purchases, Pcard reconciliation, creating requisitions, processing all non-travel expense reimbursements, and assessing and processing all vendor payments to individuals on multiple types of complex funding sources.  This position will also serve as the primary contact for college property lease payments, monitoring and renewals; and process specific services that are tied to those properties.

The University of Florida College of the Arts intends to be a transformative community, responding to and generating foundational shifts in the arts and beyond.  As business and academic professionals, artists, scholars, advisors, and teachers, we, the staff of the College, embrace the complexity of our evolving human experience and seek to empower our colleagues, students, and faculty to respond to and shape that experience fearlessly through critical thinking, creativity, constructive questioning, and respectful dialogue. We seek a colleague who engages with openness and enthusiasm for the work and the mission of the college. We seek a colleague who co-creates a diverse, inclusive, equitable, and accessible workplace while striving for professional and organizational improvement. We seek a colleague who identifies as a trusted steward of resources, balancing institutional requirements and the demand for innovative solutions.

The University of Florida is an equal opportunity institution dedicated to building a broadly diverse and inclusive faculty, seeking faculty of all races, ethnicities, genders, backgrounds, experiences and perspectives. 


Make purchases on behalf of college employees who have received internal funding awards and/or start-up funding.  Make purchases on state funding in UF Market and process unencumbered state funded invoices. 

Process all non-travel expenses reimbursements. Process travel-related transactions as assigned by supervisor. 

Handle the entire lifecycle of paying an individual as a vendor which includes but is not limited to assessing the internal college request for payment for appropriateness, getting the vendor added to the UF system and making the payment to the vendor in a timely manner.   

Assist with portions of the college’s internal financial reconciliations. Research, analyze, and solve general accounts transaction and reconciliation problems or questions.   

Property and Lease Management: Serve as the primary contact for and tracker of college properties and lease processes and processor for the specific services that are tied to those properties (GRU, Cox, Zeno, etc.). Lease volume is about 4-5 per year.

Assists with annual budget preparation and year-end closeout.  Serve as backup for travel authorizations and expense reports.  Serve as backup for budget tracking and reporting.  May include serving as backup for processing Dean’s office and Centers/Institutes purchase requisitions. 

Participate in Dean’s Office and Fiscal area meetings. Provide input on processes, systems, and workflows relating to accounts or fiscal matters. 

Schedule and Location:

Monday-Friday 8:00am – 5:00pm.  Slight modifications of daily schedule can be negotiated upon hire or after.

The position will begin and is expected to continue, upon annual approval, as a 100% remote position.  One to two in-person meetings per year may be required after being given reasonable notice.  The college will supply the new hire with either a laptop and monitors or a desktop computer and monitors (employee choice) and pay for shipping to primary work location, if over 50 miles from Gainesville, Florida. 

THE COLLEGE OF THE ARTS: The mission of the College of the Arts is to be a transformative community, responding to and generating paradigmatic shifts in the arts and beyond.  We achieve the university’s mission by training professionals and educating students as artists and scholars, while developing their capacities for critical study, creative practice, and provocation.  The College offers baccalaureate, masters, and doctoral degrees. Approximately 1,700 students are pursuing majors in degrees offered by the College of the Arts under the direction of 130 faculty members in its three accredited schools— the School of Art + Art History, the School of Music, and the School of Theatre + Dance, and in the Center for Arts in Medicine, the Digital Worlds Institute, and the Center for Arts, Migration, and Entrepreneurship. In addition, the college comprises the University Galleries, and the University level of the New World School of the Arts in Miami. 

The University of Florida: The University of Florida is a comprehensive learning institution built on a land grant foundation, ranked one of the top five best public universities in the nation in U.S. News & World Report. We are The Gator Nation, a diverse community dedicated to excellence in education and research and shaping a better future for Florida, the nation and the world. Our mission is to enable our students to lead and influence the next generation and beyond for economic, cultural and societal benefit. UF is a graduate research institution with more than 50,000 students and membership in the prestigious Association of American Universities. Gainesville, which is consistently ranked as one of the nation’s most livable cities, is located midway between the Gulf of Mexico and the Atlantic Ocean. Together, the University and the community comprise the educational, medical and cultural center of North Central Florida, with outstanding resources such as the University of Florida Performing Arts (Phillips Center for the Performing Arts, the Squitieri Studio Theatre, the Baughman Center, University Auditorium), the Harn Museum of Art, the Florida Museum of Natural History and in the community, the Hippodrome State Theatre and Dance Alive National Ballet.

Expected Salary:

$20.59 - $21.89 per hour

Comprehensive and highly competitive leave and benefits package eligible

Minimum Requirements:

High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.

Preferred Qualifications:

The successful candidate will bring to the position:

  • Evidence of success in promoting an environment that advances access, equity, and inclusion.
  • Four plus years of administrative or accounting experience or Bachelor’s degree in a related area.
  • Exceptional dedication to and strategies for completing tasks and entering data with accuracy and precision.
  • Strong communication skills.  Ability to explain UF policies and procedures to a variety of audiences who are not process-minded. Ability to understand the needs of faculty, staff and students who need fiscal assistance.
  • Some experience with Excel, MS Teams and Outlook.
  • Commitment to questioning the appropriateness of financial transactions.
  • Ability or desire to learn how to think critically about the efficiencies of financial workflow systems in the college.
Special Instructions to Applicants:

Application Deadline: All application documents must be submitted by December 14, 2022. 

Application Process: Applications must be submitted via the University of Florida’s online application system.  Online applications must include the following: (1) a detailed letter of application that explains how you match the particular qualifications of this position and how your perspective will contribute to and enhance our community; (2) a resume; (3) names and contact information of three professional references. The Search Committee may request additional materials at a later time. 

Inquiries may be sent to:
Anika Nathan, Finance Director
Chair, Fiscal Assistant II Search

If an accommodation due to a disability is needed to apply for this position, please call +1 (352) 392- 2477or the Florida Relay System at +1 (800) 955-8771 (TDD). Hiring is contingent upon eligibility to work in the US. Searches are conducted in accordance with Florida's Sunshine Law.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No


Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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