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This position will serve as the Fiscal Assistant II in the Department of Health Services Research, Management and Policy (HSRMP), located in the College of Public Health and Health Professions (PHHP). The incumbent will provide administrative and financial support to the department’s fiscal and travel operations, assist with budget monitoring, accounts payable and receivable, financial reporting, and other related tasks, under the direction of the Department Administrator. This is a highly professional position requiring daily contact with students, faculty, staff, and the greater university community.
Purchasing and Fiscal Management:
Responsible for all purchasing from Miscellaneous Gifts & Grants (MG&G), State, and other departmental funding sources for faculty, staff, and students within HSRMP. This includes processing requisitions, encumbrances, vouchers, and PCard purchases.
Process reimbursement to individuals for appropriate out-of-pocket business-related expenses as determined by UF policy.
Prepare UFF-PA forms for invoices paid by department foundation accounts.
Ensure that all purchases are accompanied by the appropriate documentation and approvals obtained through the PHHP preapproval system before proceeding with a purchase transaction.
Monitor the payment status of vouchers to ensure payment processes accurately and timely.
Ensure compliance with UF policies and procedures by maintaining digital backup documentation for each fiscal transaction processed.
Research operational problems and errors and recommend and implement solutions. Actively address issues and provide proactive and professional customer service to faculty and staff as it relates to fiscal processes.
Maintain ledgers of all flex expense accounts and track monthly expenditures. Monitor flex account balances and keep Department Administrator abreast of all pertinent spending and balances. Assist the Department Administrator with various financial tasks as assigned, including running reports, audit preparation, monthly reconciliation, and year-end budget processes.
Coordinate all maintenance and facilities work orders for the department, serving as the primary liaison for maintenance contracts and payments. Manage maintenance agreements and contracts for equipment repairs and ensure the timely processing of payments.
Responsible for obtaining quotes for furniture, computers, and supplies in the department. Act as a department liaison with all vendors. Ensure proper signatures and documents submitted according to UF policies and procedures.
Travel:
Coordinate travel arrangements for faculty, staff, students, and department visitors, both on department and grant-related funding sources. Initiate travel requests (TR) and travel expense reports (TER) in UF GO, ensuring proper funding approval by the Department Administrator when necessary. Notify travelers when UF GO TR and TERs are ready for submission and obtain receipt documentation for travel expenses paid with department and research funding, following UF travel guidelines. Manage reconciliation of travel-related PCard charges in the department for PCard holders. Process international travel in compliance with departmental, college, and UF policies and procedures.
Administrative:
Provide administrative support to the Department Administrator in annual space allocation activities, including determining space allocation categories, coordinating with faculty on office and lab space needs, updating occupants in the SPIN system, entering and submitting space allocation data, and verifying assigned projects for each workspace.
Assist in managing department inventory and collaborate with the college Asset Specialist to ensure adherence to protocols, rules, and regulations for property tracking and surplus.
Other duties as assigned.
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