Director of Administrative Services

Apply now Job no: 525187
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL), Alachua
Categories: Executive/Director/Management, Office/Administrative/Fiscal Support
Department:55010100 - LB-DIRECTOR'S OFFICE-ADMIN

Classification Title:

DIR, Administrative Services

Job Description:

JOB SUMMARY

The George A. Smathers Libraries are seeking a self-motivated, collaborative, analytical, detail-oriented individual to lead its Business Services and Human Resources units. The Director of Administrative Services reports to the Dean of University Libraries and provides leadership as the primary business services and human resources officer for the Smathers Libraries, including oversight of human resources functions, organization development and training, financial functions, and budget planning and analysis. The Director provides financial oversight of all Smathers Libraries revenues, expenditures, and reserves including development of fiscal policies, internal controls, and business protocols and oversight of contracts and grants. The Director also guides all human resources activities related to faculty, staff, and student employee regulations and policies. The Libraries employ approximately 300 FTE and maintain a total budget in excess of $43.3 million annually.

The George A. Smathers Libraries are committed to creating an environment of inclusive excellence that affirms diversity across a variety of dimensions, including disability, class, ethnicity/race, sexual orientation, gender identity and expression. To support all students, staff and faculty, and foster excellence in a diverse and collaborative society, the Libraries are actively seeking candidates who bring culturally-rich lived experiences. Research indicates that applicants from underrepresented groups are hesitant to apply for positions if they do not meet all the preferred qualifications. We want to emphasize that the preferred qualifications are not required and that we are committed to helping our future colleague develop the preferred skills. Additionally, applicants are encouraged to communicate how their work and other experiences satisfy the required qualifications in ways that may not be obvious.  We strongly encourage individuals from historically underrepresented groups to apply.

RESPONSIBILITIES

Administrative

  • Directs the Libraries’ Business Services & Human Resources units, including direct supervision of 2 FTE professional staff and indirect supervision of 8 FTE professional staff.
  • Develops and oversees annual comprehensive budget for the Smathers Libraries.
  • In collaboration with the Library Deans, develops internal allocations of these funds to the various operating units of the libraries.
  • Collaborates with the Library Deans in the formulation of fiscal & human resources polices, strategic planning, diversity and inclusion strategies, and operational oversight.
  • Oversees preparation of regular financial reports to the Library Deans.
  • Ensures the financial status of individual departments is monitored and reported to/reviewed with the Library Deans.
  • Maintains accurate historic and current financial, hiring, and other statistical data.
  • Develops appropriate projections of the above data to assist the Library Deans in implementing the strategic plan for the libraries.
  • Liaises to relevant UF units and officials related to Business Services and Human Resources.
  • Continuously explores and reports to the Library Deans on emerging trends, research, and best practices for effectively advancing human resource development and fiscal management strategies and policies in organizations.
  • Serves on various university, division and departmental committees and represents the department at various state and national associations.
  • Provides oversight of Human Resource and Business Services transactions to assure that proposed salaries, FTE changes, etc. are within budgetary constraints, and comply with state, university, and/or college regulations and policies.

Human Resources & Training and Development

  • Supports efforts for diversity, equity, and inclusion across the Libraries, working closely with the Sr. Director of Diversity, Equity & Inclusion on implementation of Library Human Resources initiatives. 
  • Manages and regularly assesses organizational structures, policies, practices, and reward systems (i.e. compensation and promotions) to ensure equity and that all employees have opportunities for success.
  • Represents the Libraries in labor and employee relations matters requiring consultation with UF HR and Library Deans.
  • Proposes and implements strategies that support effective human resources development to maximize utilization of resources.
  • Ensures compliance with all applicable University, state and federal rules, statutes, and policies, including Equal Employment Opportunity, Affirmative Action, Title IX, etc.

Business Services

  • Analyzes and monitors the financial condition of the Libraries as a whole and for individual units; works with the Library Deans and unit heads to allocate and manage budgets; and provides financial advice and reports, as needed.
  • Coordinates, directs, and/or manages the Libraries’ financial affairs, including but not limited to, planning and budgeting, purchasing, payables, internal controls, accounting, and fiscal oversight of the Libraries’ billing and receivables.
  • Resolves complex financial accounting questions/issues and provides guidance to others in decision-making processes. 
  • Provides technical assistance to unit heads concerning fiscal matters and provides interpretation of related policies and procedures.
  • Initiates discussions with other University departments (e.g., Accounting, Purchasing, school/college business managers) to clarify or coordinate policy/procedures, exchange information, and resolve business-related issues. 
  • Recommends strategies that support effective fiscal management to maximize utilization of resources and ensures compliance with all applicable University, state and federal rules, statutes, and policies.

Other special projects and duties as assigned

QUALIFICATIONS

We value a range of experience and perspectives. Applicants are encouraged to communicate in their application materials and subsequent interview conversations how their work and other experiences satisfy the following qualifications in ways that may not be obvious.

Expected Salary:

$118,000  minimum salary; The Smathers Libraries offer a salary commensurate with experience and credentials

Minimum Requirements:

Bachelor’s degree in appropriate areas of specialization and eight years of experience or a Master’s degree in appropriate area of specialization and six years of appropriate experience.

Preferred Qualifications:
  • Demonstrated commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, and perspectives including disability, class, ethnicity/race, sexual orientation, gender identity and expression.
  • Demonstrated supervisory and leadership experience.
  • Evidence of excellent interpersonal skills including oral and written communication.
  • Ability to promote a culture that is based on clear standards and the expectation that personal responsibility and professionalism are the norm across all work units.
  • Ability to establish and maintain effective working relationships with others, including administrators, faculty, and staff.
  • Effective analytical, organizational and problem-solving skills, including the ability to translate metrics, research or trends into strategy.
  • Advanced computer skills and experience with Microsoft Office Suite.
  • Master’s degree in Business Administration, Human Resources Development, Labor & Employment Relations, or a related field.
  • Ability to work both independently and collaboratively to prioritize to accomplish goals.
  • Flexibility and ability to adapt and work in a rapidly changing academic environment.
  • Experience in higher education personnel and fiscal management.
  • Ability to interpret and apply applicable regulations, policies, and procedures.
  • Knowledge of Federal laws, rules, and guidelines as they relate to human resources.
  • Completed training in human resource-related and/or fiscal services-related areas.
  • Familiarity with human resource and fiscal software programs.
  • National Human Resources certification – SHRM-CP, SHRM-SCP, or equivalent.
  • Certified Public Accountant credential.
  • Familiarity with academic and research libraries.
Special Instructions to Applicants:

Application Process

To apply, submit

  • a cover letter detailing your interest in, and qualifications for this position
  • your current resume or CV
  • a list of three references including their contact information (telephone number and email address)

Apply by 11:55 pm (EST) on February 15, 2023 (applications will be reviewed as received). Submit all application materials through the Jobs at UF online application system. If you have any questions or concerns about this process, please contact Tina Marie Litchfield, George A. Smathers Libraries Human Resources Office, at tlitchfield@uflib.ufl.edu.

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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