| Job Description: |
This position oversees the financial development and maintenance of uniform costs for UF/IFAS RECs, sites and other research locations that rebill crop charges (initially known as UFarm) but may shift into other billable aspects such as controlled growth environments and animal research facilities including but not limited to Greenhouses, Dairy and Beef Research Farms.
This position must maintain an approach that is compliant with federal regulations (2 CFR 200) at UF/IFAS RECs, stations, and other locations. Further, this employee will manage the billing and accounts receivable management in UFarm.
Candidate is expected to train and support REC Directors, Farm Managers and others in UF/IFAS to ensure a clear understanding and successful implementation of UFarm. This individual is expected to meet regularly with the Controller’s office, Enterprise Systems, and Contracts & Grants as needed. Candidate will also be expected to work closely with UF/IFAS-FAES administrators to meet strategic objectives in research farm management at RECs and Sites.
UFarm has been developed by UF’s Enterprise Systems and deployed via On-Base software for faculty interactions, farm manager approvals, and fiscal inputs. The current platform, policies, and guidance will undergo needed improvements via a phased in approach over time to ensure all needed aspects are incorporated. Further, this employee will be on the front line for addressing dashboards and metrics derived from this electronic system.
UFarm Fee-for-Service Educational Activity (FSEA)
- Oversees and ensures completion of the annual rate refresh/review and any additional reporting requirements per University, Federal, or State guidance for more than 14 locations and facilities and 100+ agricultural commodities which may expand into different FSEAs as determined by IFAS leadership.
- Refines development of proper cost accounting methodology for the services provided while maintaining compliance with federal regulations and accounting standards.
- Constructs FSEA buildouts for UFarm as may be needed and obtains approval via UF’s Auxiliary Committee for areas such as controlled growth environments, greenhouses, container gardens, and future farm-level research needs (e.g., fisheries, dairy).
- Submits all required paperwork and documentation to Controller’s office for UFarm FSEA approval(s). Meet with UF/IFAS officials to prepare and refresh rate prior to its submission.
- Works directly with RECs and Sites on items of interest or questions throughout this process which is expected to begin July (each year) and yield a new approved rate by April to be implemented the following fiscal year. This timeline may be altered as needed.
UFarm Fund 183 Oversight and Management
- Manages both the Accountant I, who manages monthly billing and related Accounts Receivable (A/R) across all types of FSEAs associated with UFarm, and the Financial Analyst III who is responsible for annual cost analysis and new rate development. Will rely on metrics and summary information provided via UF-IT supported software.
- Develops strategies to help UF/IFAS Units with financial understanding of costing aspects that could impact UFarm.
- Monitors fund balances and discusses with UF/IFAS leadership as needed.
Communications and Training
- Reviews and triages communications via UFarm email. Resolves directly or delegates to Accountant I, Financial Analyst III, where appropriate or works with Assistant Director of the Florida Agricultural Experiment Station if the matter is science-based.
- Responds to requests and informs Dean, Associate Director, Accountant I and Financial Analyst III, as needed.
- Meets regularly with Controller’s Office, UF/IFAS RECs, Sites, Farm Managers, and UF/IFAS Unit based fiscals including UF/IFAS Shared Service Center.
- Meets at least monthly with UF/IFAS Dean for Research to provide updates on UFarm matters across IFAS.
- Prepares and maintains updated training materials for all UFarm interested parties (faculty, REC Director, Site leaders, Farm Managers, and fiscals) delivered via website, virtually, or in person.
- Uses UFarm Listserv and other media to communicate quickly and effectively with audiences as may be needed across UF/IFAS
IT Engagement for UFarm Software
- Works with relevant parties (including but not limited to UF Enterprise Systems) to deliver adjustments or planned future phases of UFarm to the UF/IFAS wide audience(s).
- Works with the appropriate UF-IT staff on customization and needs for UFarm billing and accounts receivable in conjunction with Accountant I.
- Creates, maintains and improves (with UF’s Enterprise Systems) the UFarm dashboards and metrics to support UF/IFAS Leadership. This will include scientific information, commodity and usage, and billing details.
FSEAs associated with PSREU/OSBS (Sites reporting directly to the UF/IFAS Dean of Research)
- Annual/Bi-Annual rate refresh at both sites.
- Work with Station Directors and Dean/Associate Deans for Research.
- Coordinate Billing with Accountant I (or independent if this is retained locally).
- Assists or prepares the information needed for REC/Site leaders, Dean for Research and Assistant Director of the FAES including but not limited to billing information.
Future UFarm Needs
- Actively works with technology and other means to move the manual processes supporting UFarm costing to a more sophisticated level. This may involve models and pilots for equipment usage, staff effort, and inventory management.
- Continually improves process engagement to ensure that collective UF/IFAS wide efforts are efficient and effective.
This application is currently open to internal UF candidates only.
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