| Job Description: |
The Manager for Center for Experiential Learning and Simulation (CELS) Business is responsible for overseeing the daily operations of CELS administrative and budget functions, including supervising front office staff, ensuring efficient and effective workflows for administrative and budget operations, overseeing accounts payable/receivable for CELS division and Harrell Medical Education Building (HMEB) administration office, and managing scheduling and rental agreements for the HMEB. This role involves daily interaction with College of Medicine faculty, staff, and students, and plays a key role in the operational success of the Center for Experiential Learning and Simulation (CELS). This opportunity is open to current UF employees only.
Administrative Leadership and Staff Supervision
Provide leadership and management for CELS administrative functions, ensuring alignment with strategic goals and operational excellence.
- Oversee the training, supervision, and performance management of administrative staff within the CELS front office.
- Plan and coordinate office activities, including scheduling work assignments and setting priorities for direct reports.
- Participate in the recruitment, training, and supervision of individuals supporting CELS educational programs.
- Address performance and disciplinary issues in collaboration with Educational Affairs leadership to maintain a productive work environment.
- Evaluate, propose, and implement process improvements to streamline administrative functions within CELS to optimize workflow and service delivery.
- Identify, evaluate, and support solutions for complex issues related to administrative operations.
Program and Customer Experience Management
Enhance customer satisfaction and operational efficiency in CELS programs.
- Develop and implement measures for continuous improvement in collaboration leadership team to ensure high levels of customer satisfaction with CELS services and activities.
- Monitor and evaluate customer feedback to drive continuous improvement in service delivery.
- Manage office supply inventory and assets, ensuring resources are available and utilized effectively.
- Manage the CELS website, including creating fillable forms and managing scheduling requests.
- Coordinate IT requests and new staff onboarding, ensuring smooth transitions and efficient operations.
- Resolve escalated problems referred by employees and customers of CELS, ensuring effective problem resolution.
Financial Oversight and Budget Management for CELS
Maintain financial accuracy and support for the CELS Division (3rd and 4th floor).
- Oversee day to day budget management and financial operations for CELS, including accounts payable/receivable, financial reporting, and budget tracking. Working closely with unit leadership within CELS to implement and manage their approved budgets.
- Modifies and maintains complex divisional budget spreadsheets with multiple funding sources.
- Manages the CELS Tier 1 program, including invoicing and collecting funding.
- Oversees Business Activity Accounts ensuring timely invoicing and payment.
- Manages vendor vouchers and standardized patient payments.
- Tracks and creates monthly budget reports, providing accurate financial insights.
- Coordinates and maintains records of all financial transactions.
- Manages divisional Pcard and travel arrangements, ensuring compliance and efficiency.
HMEB Room Reservations Oversight
Ensure efficient and effective room reservation processes in HMEB.
- Manage the reservation process for classrooms and conference rooms in HMEB.
- Ensure scheduling priority for medical education courses and learning activities.
- Communicate daily with the building manager and works closely with COM course managers.
- Manage rental agreements for HMEB.
- Coordinate event details with event coordinators.
- Serve as backup for CELS scheduling.
Financial Support for HMEB Administration Office
Maintain financial accuracy and support for HMEB Administration Office.
- Maintain rental history and billing spreadsheets, ensuring accurate financial records.
- Create and send out event invoicing, ensuring timely payments.
- Process payment paperwork for rentals, maintaining financial integrity.
- Coordinate and maintain records of all financial transactions, ensuring compliance and accuracy.
|
| Preferred Qualifications: |
- Proven ability to plan, organize, and coordinate multiple complex projects independently, demonstrating advanced project management skills.
- Ability to interpret and prioritize office priorities and work assignments in alignment with broader organizational goals.
- Ability to organize and lead problem resolution efforts, analyzing and synthesizing information to devise alternative resolution strategies.
- Demonstrated experience in developing and implementing strategies to enhance customer satisfaction and service quality.
- Advanced skills in budget management, including financial reporting, tracking expenditures, and ensuring accurate financial operations.
- Strong ability to maintain confidentiality and handle sensitive information with discretion and integrity.
- Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint) and proficiency in financial management software.
- Excellent verbal and written communication skills, with the ability to effectively interact with diverse stakeholders including faculty, staff, and students.
- Expertise in using a variety of problem-solving approaches and techniques to develop successful resolutions to critical or wide-impact problems.
|
| Special Instructions to Applicants: |
To be considered, please upload the following documents with your application:
- Resume
- Cover letter
- Contact information for three professional references
If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD).
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
|