| Job Description: |
Responsible for the financial matters for the center. Functions include but are not limited to:
o Oversees center’s finances, working closely with PURC Director and Associate Director, and center project managers.
o Plans and directs the work of subordinate employees as needed.
o Makes recommendations on center finances to Associate Director and Director and implements changes to achieve financial goals, reduce expenditures where possible, and elevate center’s financial system as needed.
o Analyzes center finances regularly to ensure project income statements, account balances and center’s financial forecast are updated and accurate.
o Interprets financial information, identifies and evaluates issues or concerns and resolves problems
o Makes recommendations to center leadership regarding all budget requirements, revenue and expenditures for center activities.
o Keeps abreast of federal and state laws, rules, regulations university and college policies and procedures and ensures compliance.
o Ensures receipts and deposits are being processed correctly and in a timely manner.
o Manages reporting of foreign ‘gifts’ with the Office of University Compliance.
o Manages transfers between the appropriate accounts to make sure all center expenses are covered.
o Proposes payroll distributions to Associate Director and Director.
o Oversees all purchasing functions. This may include:
Requisitions, purchase orders, vouchers, receiving and asset management
Project costs to funding source and posts to college and department accounting systems.
o Ensures correct usage of purchasing cards (P-Cards).
o Advises PI of end-of-grant and directs allocation of remaining balances.
o Manages contracts and grants processes and accounts, and monitors funds to ensure appropriate expenditures and close out of accounts.
Responsible for administrative area and human resources for the center. Functions include but are not limited to:
o Assists Associate Director and Director on center’s administrative services and functions. Proposes studied updates or new policies to center leadership to ensure effectiveness.
o Ensures administrative priorities and deadlines are met following decisions by center leadership.
o Researches, compiles and analyzes data for administrative action and decision making by the center leadership.
o Ensures the completion and submission of college and university reports as needed and in a timely manner.
o Works with IT to ensure that center equipment, computers, etc. are ordered to the right specifications for the modeling and research needs for our faculty, post-docs, staff, etc. Tracks all IT equipment purchased by the center on internal tracking system. This includes IT equipment used for the delivery of our training programs and events.
o Keeps abreast of updates regarding UF systems policies, procedures, etc. and interprets them as they relate to the center.
o Oversees the processing of domestic and international travel for center employees and associates
o Manages space allocation certification.
o Contributes to general center needs through specific expertise and administration of sponsored projects, contracts and grants, general office duties, facilities and maintenance, etc. as needed.
o Manages human resources functions for the center, such as hiring and dismissal of faculty, TEAMS and OPS positions, post-doctoral and graduate students, undergraduate students and student assistants. Manages domestic and international searches to ensure the best hires for the center, interviews candidates, does salary research for all positions included faculty lines, and ensures compliance with University, College, state and federal regulations.
o Supervises all aspects of personnel hires and appointments. Researches changes for center leadership regarding pay increases, FTE changes, and other aspects pertaining to position modifications or new hires.
o Ensures faculty activity reports, conflicts of interest reports, time allocation, effort reporting and all other relevant documentation for center personnel is processed and submitted accurately and by the appropriate deadlines.
o Keeps abreast of UF human resources and hiring policies, and ensures the correct hiring procedures are being followed. Communicates with the administrative team, Associate Director and Director about pertinent changes to human resources processes and procedures.
o Ensures personnel records are current. Keeps confidentiality at all times.
o Maintains employees’ files, approves time and leave for payroll processing.
o Acts on behalf of Associate Director and Director with the University of Florida Human Resources.
Plans and coordinates center activities and miscellaneous duties as assigned. Functions may include but not limited to:
o Manage center activities or events or contributes to them as team member as needed.
o Leads or assists with logistics, execution and administration of center’s activities as needed.
o Plans center’s annual conference, retreats, or other events as needed.
o Works with program vendors, center faculty and associates as needed.
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