This position is housed in the Department of Epidemiology, jointly situated in the College of Public Health and Health Professions (PHHP) and the College of Medicine (COM) and will report to and provide support to the Assistant Director of Administrative Services. The incumbent in this role will provide administrative and financial support to the department’s fiscal, purchasing and travel operations including assisting with account monitoring, reconciliation, financial reporting, effort reporting, and other related tasks. This is a highly professional position requiring daily interaction with students, faculty, staff, and the greater university community.
Fiscal & Purchasing Management
Serves as the primary liaison for general fiscal matters, maintaining regular communication with all department personnel, as well as with key offices including University Finance & Accounting, Procurement, PHHP Finance & Research Administration Core units. This position requires a strong understanding of accounting principles and the ability to interpret and apply university regulations and policies regarding procurement, fiscal matters, and travel. Working under the general supervision and guidance of the Assistant Director, this position is responsible for ensuring that the department’s complex fiscal needs are met with a high level of quality, efficiency, and diligence.
Serves as the fiscal team resource for updating, communicating, and assisting with the fiscal and travel orientation of new personnel.
Conducts initial review of purchasing requests and reconciles transactions within the PHHP Purchasing Approval Request (PAR) system.
Assist Fiscal Assistant with review of departmental Travel Expense Statement (TES) and backup travel documentation for compliance with university, college, and departmental policy. Submits accurate travel documents to Fiscal Assistant for input into UFGO.
Track and monitor revenue and expenditures on faculty IDC, startup, cost share, and seed funding accounts. Meets with faculty to ensure personnel is accurately distributed; prepares and routes Payroll Distribution Retro Requests (PDRRs) and cost transfer funds in support of personnel transactions. Ensures that all funds are captured and spent appropriately. Advises faculty as needed on the proper procedures to use for procurement of goods and services. Prepares and distributes scheduled and ad hoc reports for faculty.
Financial Reporting & Reconciliation
Conducts monthly review of financial transactions and fiscal documents for all Departmental Funds including but not limited to IDC, Residual, Startup, Matching, and Foundation to ensure that account activity and is appropriate, accurate, and conforming to funding source requirements, and to all pertinent University and State rules and regulations, supporting PHHP’s monthly reconciliation requirements. Submits corrections to Fiscal Assistant II for processing and makes sure corrections are processed in a timely manner.
Works in conjunction with the College Tier 1 reconciler, to ensure supporting documentation is maintained to meet University compliance requirements.
Create and maintains ledgers of all flex expense accounts and tracks monthly expenditures. Monitors flex account balances and keeps Assistant Director abreast of all pertinent spending and balances.
Manages the department’s financial commitments including tracking, projecting and updating obligations.
Responsible for completing a variety of departmental financial reports for the Assistant Director by monthly deadline. These reports may include open encumbrances, revenue/expense comparisons, payroll projections, and commitments.
Builds relationships with stakeholders throughout the department, college, university, and outside constituents. Actively addresses issues and manages concerns with faculty and staff as it relates to fiscal processes. Provides direction and information to faculty with special or unusual funding, as applicable.
Serves as Effort Coordinator for the department in conjunction with the Assistant Director for Administrative Services. Partners with the College Research Core to complete effort reporting in accordance with University’s timelines and policies for all faculty and staff.
Primary liaison between College Research Core and faculty to resolve financial issues or address concerns in relation to grant funding.
Departmental Operations
Assists with management of inventory and works with department and college procurement to ensure property tracking and surplus are in compliance with protocols, rules, and regulations. Reviews monthly property procurement reports.
Regularly reviews asset inventory for accuracy. Works with the College’s Asset Manager regarding updates, disposals and registering new equipment. Serves as the liaison to the College Property Manager to ensure decals and off-site certifications are completed as required.
Manages and updates space allocations in the UF Space Inventory and Allocation System to comply with annual reporting requirements. Assists Assistant Director with annual space certification including interviewing faculty as it relates to space usage and entering all data into the space system.